Ruskington Parish Council

Minutes of an ordinary meeting of Ruskington Parish Council held on Tuesday 11 July 2023 at the Winchelsea Centre, High Street North Ruskington, NG34 9DY at 7pm.

County and District Councillor Wright had sent apologies (District Council commitments).

Two members of the public were present.

The Chairman opened the public session at 7pm.

Questions were raised about the ownership of trees on Poplar Close and the condition and future of the play area at Hillside.

The Chairman opened the meeting at 7.12pm.

1. Apologies for absence.

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

Action: The Council RESOLVED to accept Cllr Cotters 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 at this time.

3. To approve as a correct record the notes of the meeting held on Tuesday 13 June 2023.

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

The Chairman signed the Minutes.

4. Financial Matters (Please see Appendix A)

   4.1. To consider approval of payments made since the last meeting held on 13 June 2023.

(Please see Appendix A.)

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

   4.2. To consider approval of the bank reconciliations for: a. April 2023, b. May 2023, c. June 2023.

The bank reconciliation for June 2023 was not available and would be considered at the next meeting.

Action: The Council RESOLVED to approve the bank reconciliations for April 2023 and May 2023. Proposed by Cllr Trolley, seconded by Cllr Bain and approved unanimously.

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

The Clerk advised that three application packs had been issued but no applications had been received. 

6. To consider / approve the policies and Terms of Reference (ToR) below following review and recommended amendments.

   6.1. Lone Working

   6.2. Freedom of Information and Publication

   6.3. Training and Development

   6.4. Safeguarding (deferred from the meeting on 13 June 2023)

Action: The Council RESOLVED to approve all the polices above with no further amendments. Proposed by Cllr Cox, seconded by Cllr Jennings and approved unanimously.

   6.5. ToR for the Operations Committee (draft)

Action: The Council RESOLVED to approve the ToR above with no amendments. Proposed by Cllr Trolley, seconded by Cllr Tomlinson and approved unanimously.

7. To consider/ approve ways to prevent parking on the grass area on the village hall car park to prevent damage to the drains beneath. (The Council owns the grass area.)

Action: Council RESOLVED to use the four wooden troughs stored in the pavilion as a physical barrier to prevent parking on the grass, if these did not prevent the caretaker cutting the grass. Proposed by Cllr Cox, seconded by Cllr Tomlinson and approved unanimously.   

8. To consider ways to upgrade the IT in the parish office. (Information circulated prior to the meeting.)

Action: Council RESOLVED for the Clerk to arrange a meeting with Quickline to discuss requirements for the parish office and the proposed office units at the rear of the property. Cllr Trolley would attend this meeting if possible. Proposed by Cllr Trolley, seconded by Cllr Bain and approved unanimously.

9.  To receive/ consider the outcome of the public consultation survey for Parkfield Pavilion. (Information circulated prior to the meeting.)

The majority of responses showed support for a dog friendly community café with accessible facilities and that the Council should seek funding to achieve this.

   9.1. To consider the renovation of the Pavilion to incorporate a community café and accessible toilet facilities.

Action: The Council RESOLVED to renovate the Pavilion with the inclusion of a community café and accessible changing and toileting facilities. This could be completed in stages if required. Proposed by Cllr Cox, seconded by Cllr Trolley and approved unanimously.

   9.2. To consider the RFO applying to the FFC Communities Foundation for funding to renovate the Pavilion, incorporating a community café and accessible toilet facilities.

Action: The Council RESOLVED that the RFO apply to the FCC Communities Foundation for funding to renovate the Pavilion to include a community café and accessible facilities. Proposed by Cllr Cox, seconded by Cllr Trolley and approved unanimously.

10. To consider the proposal and concept plans for Parkfield Pavilion and agree any amendments for informing the University of Lincoln. (Circulated prior to the meeting.)

The plans were available at the meeting and different options were discussed. Requirements included external storage for the council equipment with access from the carpark, accessible changing and toileting facilities, a panoramic window in the café area overlooking the playing field, and a sheltered outdoor seating area overlooking the playing field.

Action: An Operations Committee meeting to be arranged to finalise the requirements for the Pavilion for Council to approve at its next meeting on 12 September 2023.

11. To consider the report from the Environment Caretaker regarding Parkfield carpark fence and tree work and agree any expenditure. (Information circulated prior to the meeting.)

Action: Quotes for the tree work and to replace the chain link fence to be obtained.

12. To consider quotes for the removal of graffiti from the MUGA. (Information circulated prior to the meeting.)

Action: The Council RESOLVED to accept the quote from Sprinkles and Sparkles at a cost of £500.00 plus VAT. Proposed by Cllr Cox, seconded by Cllr Jennings and approved unanimously.

   12.1. To consider ways to reduce the incidences of vandalism at Parkfield play area.

Action: The £1,000 worth of vandalism at Parkfield to be shared on social media, including the deliberate damage to the goal posts, the graffiti on the MUGA surface and the breaking of the spring on the see-saw. A request for information to be made and it to be made known that CCTV captured the incidences involved and the footage would be shared with the police. Also, to ask residents to be vigilant and report matters of concern. The possibility of a community led Neighbourhood Watch Scheme was to be explored if the current scheme was not operational. The Clerk to inform the anti-social behaviour team at NKDC.

13. To consider quotes to replace the decayed wooden fencing at Beck Close play area with bow top metal safety fencing. One length had been removed and temporary fencing was in place. (Information circulated prior to the meeting).

The Environment Caretaker had found surplus bow top metal safety fencing in storage which was the required length to replace the temporary fencing. The Environment Caretaker and Buildings and Play Facilities Caretaker had agreed to erect this.

Action:  The Council RESOLVED to replace the entire wooden fencing at Beck Close with bow top metal safety fencing at a cost of no more that £5,100. If the caretakers were not able to install all the fencing, a contractor would undertake this. Proposed by Cllr Bain, seconded by Cllr Trolley and approve unanimously.

14.  To receive the workshop report, consider the recommendations, and agree a) any equipment for disposal, b) any expenditure required. (Information circulated prior to the meeting.)

The caretakers were thanked for their detailed report and recommendations.

Action: The Council RESOLVED to purchase the recommended storage at a cost of no more than £500.00. Proposed by Cllr Trolley, seconded by Cllr Bain and approved unanimously.

15. To consider a request from a resident to place a wooden memorial bench on the High Street beside the Beck.

Action: The Council RESOLVED to approve the request to locate a wooden memorial bench beside the Beck, if LCC Highways provided consent. Proposed by Cllr Tomlinson, seconded by Cllr Jennings and approved unanimously.

16. To consider not allowing memorial plaques for the ashes scattering area in Sleaford Road Cemetery.

The advantages and disadvantages of Council supplying and engraving the plaques, s previously resolved, was discussed following research.

Action: The Council RESOLVED to allow the next of kin to purchase a memorial plaque from a supplier of their choice. These must be made of brass, depth 10cm and width 12cm, to include three lines of text including the year of death or date the ashes were scattered and must be approved by Council. The plaques would be installed by Council caretakers and removed after twenty years. Plaques without approval or installed by families would be removed, as would any other memorial items or trinkets. Proposed by Cllr Bain, seconded by Cllr Cox and approved unanimously.

17. To consider setting up a WhatsApp group to improve interaction between the Clerk and RFO and the Council members.

Action: Council RESOLVED that the Clerk set up a WhatsApp group to include all Council members. Proposed by Cllr Bain, seconded by Cllr Tomlinson and approved unanimously.    

18. Planning – Applications received since the last meeting

      a. Application of Proposed Works to Trees Subject to Tree Preservation Order.

Application reference: 23/0690/TPO

Description of works: T1 Ash - Remove to ground level

Location: 11 Whitehouse Road, Ruskington, Sleaford, Lincolnshire, NG34 9TP

Action: The Council objected to the removal of a healthy tree. Comments and suggestions had previously been sent to the Tree Officer.

      b. Application Reference: 23/0619/FUL

Proposal: Proposed change of use from agricultural to mixed use (including Equine Use,

Agricultural Use, Amenity Use, Educational Use, Class E (a) (Display or retail sale of

goods), Class E(b) (Sale of food and drink for consumption on the premises), Class F1 (a)

(provision of learning) and Class F2 (c) (provide areas for outdoor recreation)

Action: The Council had no objections to this application.

Location: Land At Ruskington Fen Ruskington Lincoln Lincolnshire      

      c. Application Reference: 23/0719/FUL

Proposal: Erection of a garden office for hairdressing use

Location: 44 Tennyson Road Ruskington Sleaford Lincolnshire NG34 9HF

Action: The Council had no objections to this application. Comments raised would be sent to the Planning Officer.

   19.1. Applications approved by NKDC since the last meeting.

      a. Reference: 23/0458/HOUS

Proposal: Installation of new bay window on front of existing house

Location: 2 Grange Close Ruskington Sleaford (Approved by NKDC)

      b. Application Reference: 23/0485/HOUS

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

Location: 21 Coteland Road Ruskington Sleaford (Approved by NKDC)

      c. Application Reference: 23/0521/HOUS

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

Location: 22 Silver Street Ruskington Sleaford (Approved by NKDC) 

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

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

    b. LALC (via email) - Agenda and information regarding their 50th AGM on 29 June 2023 via Zoom.

     c. Resident (via email) – Hedge growing over garden fence on the path to Horseshoe Hollow (The Environment Caretaker has cut back the hedge)

      d. Dot Surveying (by post) - Proposed installation of electronic communications at Parkfield playing fields and permission to conduct an initial site survey to assess suitability

      e. Finding Fitness (via email) – Play equipment information

      f. ICCM (by post) - Summer Journal

      g. PCSO Woolerton (via email) – Local police information (To be shared in the next Signpost Magazine)

      h. LALC – Notes of LALC’s 2023 AGM and list Council and Clerk nominations for the LALC committee.

     i. LCC (via email) – LCC Litter picking equipment scheme and offer of free litter picking kits for parish councils. (Council has received eight litter picking kits.

     j. Resident – (letter by hand) – Request to take household items to the recycling centre. (Signposted to NKDC)

    k. LALC (via email)– Reconvened LALC AGM

    l. Central Lincolnshire Local Plan (via email) - Central Lincolnshire Planning Obligations SPD Consultation.

   m. Resident (via email) – Vegetation in the closed churchyard growing up a house wall. (The Environment Caretaker has cut back the vegetation)

21. To review the entries for the Village Sign competition and agree the winning entry. (Circulated prior to the meeting with all identifying information redacted.)

Cllr Tomlinson declared an interest and did not take part in the discussion or voting. (A family member had entered the competition.) Council was delighted with the quality and detail of the entries.

Action: The Council RESOLVED that entry number 6 and entry number 9 were joint winners and two signs would be considered for the entrances to the village from Sleaford Road and Lincoln Road. The remaining entries would be kept for future consideration if Council agreed for signs to be erected at the other entrances to the village.  Proposed by Cllr Trolley, seconded by Councillor Bain and approved with four votes for and one abstention.

At this point, D/Cllr Waldeck left the meeting.                  

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

• Cllr Tomlinson had been approached about The Beck and asked if anything could be done to improve plant and aquatic life. (This would be a matter for the Environment Agency.)
• Cllr Cox advised that residents on Park Lea, whose gardens were adjacent to the playing field, mentioned nettles and other vegetation growing into their gardens from the strip of ground between their garden fences and the Council fence. The Clerk advised that there was no way to access this strip of land from Parkfield.

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

No District or County Councillor reports were available.

24. 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 to discuss the confidential staffing and contractual issues below. Proposed by Cllr Ditch, second by Cllr Bain and approved unanimously.

The Chairman closed the meeting at 8.37pm. The public left the meeting. The meeting re-convened at 8.38pm.

25. To consider the revised quote for the renovation and conversion of the parish office and agree the next steps. (Information circulated prior to the meeting.)

Action: The Council RESOLVED to accept the revised quote from Newman and Moore which included a kitchen and the heating panels at a cost of £102,844.02 excluding VAT. The work was to commence a soon as possible. A 10-year business plan for the offices was to be created. Proposed by Cllr Trolley, seconded by Cllr Cox and approved unanimously.

26. To consider which members of the HR Committee, in addition to the Vice-Chairman, will line-manage the Clerk to Council.

Action: The Council RESOLVED that Cllr Bain was to be another line-manager for the Clerk. Proposed by Cllr Cox, seconded by Cllr Jennings and approved unanimously.

27. To consider contracting a cleaner for the public toilets for 2 weeks (7 August to 18 August) to honour caretakers’ annual leave booked prior to commencing employment with the Council.

Action: The Council agreed to ask Fresh Start cleaning to clean the public toilets during the above two weeks. Proposed by Cllr Tomlinson, seconded by Cllr Trolley and approved unanimously.

28. To consider the end of probation appraisal for the Caretaker for Buildings and Play Areas and the offer of a permanent position.

The Clerk advised that the caretaker’s end of probation appraisal had been successful.

Action: The Council RESOLVED to offer the caretaker a permanent position. Proposed by Cllr Cox, seconded by Cllr Trolley and approved unanimously.

The Chairman closed the meeting at 8.59pm.

Meeting date: 11 July 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 13 June 2023.

Audit – All information has been sent to the external auditor PFJ Littlejohn and relevant information has been shared on the noticeboard and website to meet AGAR legislation.

Annual Inspections – Portable Appliance Testing (PAT) testing commenced on 10 July 2023.  

Best dressed business window – On Thursday 22 June 2023, Cllr Ditch presented Ink and Toner with the plaque for winning the best dressed Coronation window competition. A teacher and pupils from Chestnut Street School and its pre-school were in attendance as they had helped with the window.

Changing Rooms – Sections of guttering have been replaced by the Caretaker for Buildings.

• Showers – Ruskington Athletic FC has advised that they do not use the showers. However, they have agreed to check if they do provide hot water.

Community garden – The entrance sign has arrived, and the garden is being prepared for opening.

• Plants (ordered using the CIL money as agreed at the meeting on 13 June 2023) have been delivered.  
• The Parish Church has advised that they will not be using the community garden for youth activities during August.
• A removal ramp and slabs at the entrance from the Co-op car park are being installed to aid accessibility.
• The Co-op has not yet painted the hatched area.

Dogs on Lead Signs – 6 new signs have been placed at Parkfield playing field including at the entrances to the north field. (This followed complaints and concerns from residents regarding dogs running up to them, children, and other dogs whilst off lead). The signs at Elmtree and Horseshoe Hollow will be checked, and new signs erected as required.

Dot Surveying – A date and time for an initial survey of the playing fields (as a possible site to locate electronic telecommunications apparatus) is not yet known.

Essential tree work – Simpson Arboriculture completed the essential tree work at the cemetery, Parkfield and Horseshoe Hollow on 23 June 2023.   

Fen Road railway bridge – Brambles and nettles overgrowing the path on the bridge have been cut back by Network Rail.   

Garden of Remembrance –The gates are still with the contractor being refurbished.

Hedge cutting – Lilac trees and other vegetation at Horseshoe Hollow and the closed church yard that were affecting residents’ properties have been cut back by the Environment Caretaker.

Horseshoe Hollow Information Boards – These have been ordered and should arrive by 21 July 2023. Thank you to Cllr Cotter for the artwork and text.

Insurance: Both the Council and the parish van insurance has been renewed for 2023-2024.

MUGA – Advice from the contractor has been sought on how to remove graffiti from MUGA without causing damage to its surface. Three quotes from specialist graffiti removal firms have been obtained. (Agenda item.)

LALC – Shining Star Awards 2023 - The Council, and RFO and Deputy Clerk, have been nominated for LALC Shining Star Awards 2023 and are invited to a three-course awards dinner at the Bentley Hotel in South Hykeham on 19 July 2023.

LALC Conference 2023 - The Clerk and RFO will be attending the conference on 19 July 2023 at the Bentley Hotel, South Hykeham.

LCC Litter Picking Scheme – LCC has provided 8 litter picking kits for parish council volunteers at no cost to Council.

Parish Office – The revised quote for the renovation and a quote for heating panels throughout the building was received and circulated on 4/6/2023. 

Parish Van – The lease has been extended for 6 months from July 2023. A voucher to enable up to £350 off the cost of installing the electric charging point is being obtained. The van is due its MOT before 31 July, and this will be arranged locally.

Pavilion – The Lions JFC have been asked not to pour fat down the kitchen sink. The volunteer responsible has been spoken to by the Club. Sections of damaged guttering have been replaced by the Caretaker for Buildings.

Planters beside the Beck – Ruskington Garden Centre have kindly sponsored the planting of tubs beside the Beck and have filled them with a variety of colourful flowers.

• The WI will be treating the tubs that they sponsored beside the Beck and outside the library.
• A village business (Off Lead Sleaford) has donated £100 towards a new tub and will be providing a plaque. Looking at the current plaques, the tubs were last sponsored in 2012, so the barrels have lasted quite a while.

Public consultation for the Pavilion – This closed on 26 May 2023. The results have previously been circulated. Residents are keen for a community café and for Council to seek funding. (Agenda item)

Public toilets – D/Cllr Waldeck attended a meeting at NKDC. Nothing has been received from NKDC regarding the lease or their proposed valuation of the toilets.

RoSPA - The annual ROSPA inspection of the play areas, play equipment, MUGA and outdoor gym equipment is arranged for August 20023. (The date is not known).

Signpost Magazine – After the Admin Assistant spent some time at Westgate print discussing the magazine and the difficulties with its formatting, and in consultation with Council, MS Publisher has been replaced with Affinity Publisher 2 desktop publishing (DTP) software. This can be used to edit the Signpost Magazine and create other items such as certificates, business cards, badges, tickets, and form letters, envelopes, and catalogues.

Staff matters – The RFO and Deputy Clerk commenced working 30 hours per week on 26 June 2026 and will work Monday to Thursday.

The Caretaker for Buildings has received an excellent appraisal. (Agenda item)    

Storeroom Extractor Fan – The extractor fan is going to be replaced with a more suitable fan on 12/7/23. The existing fan, which stopped working, was under warranty and was designed for occasional home use.

Training - The RFO attended VAT training via Zoom on 27/6/2023 and Internal Controls training on 5 July 2023. The caretakers and Admin Assistant attended H&S, Fire Safety and Risk Assessing training on 11 July 2023 at Cranwell Village Hall. The Admin Assistant will be attending Zoom training on improving communication with members of the public later this month.  

Village Signs Competition. The competition for pupils at the local schools to design a sign for the entrance to the village closed on 3 July 2023. The entries have been circulated to council.  (Agenda item)