Ruskington Parish Council

Minutes of an ordinary meeting of Ruskington Parish Council held on Tuesday 12 September 2023 at the Winchelsea Centre, High Street North Ruskington, NG34 9DY at 7pm.

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

The candidate for co-option consideration was present as a member of the public.  No other members of the public were present.

The Chairman opened the meeting at 7.02pm.

1. Apologies for absence.

All Members 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.

None were declared at this time.

3. To approve as a correct record the notes of the meeting held on Tuesday 11 July 2023.

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

The Chairman signed the Minutes.

4. Financial Matters (Please see Appendix A)

Council raised questions for the RFO regarding the water bill for the office, the council tax bill for the rear of the property, and the use of mail-chimp.

   4.1. To consider approval of payments made since the last meeting held on 11 July 2023.

Action: The Council RESOLVED to approve the payments following minor amendments. Proposed by Cllr Cox, seconded by Cllr Tomlinson and approved unanimously.

   4.2. To consider approval of the bank reconciliations for June, July 2023, and August 2023.

Due to the change in accounting software only the bank reconciliation for June was available at the meeting.

Action: The Council RESOLVED to approve the bank reconciliation for June 2023. Proposed by Cllr Tomlinson, seconded by Cllr Cox and approved unanimously.

The bank reconciliations for July and August would be considered at the October meeting.

   4.3. To receive financial reports and consider any recommendations from the RFO.

These would be available for the October meeting.

5. To consider the co-option of Mr David Conway to Council. (Application previously circulated). All pre-co-option requirements had been met.

Mr Conway, following invitation by the Chairman, introduced himself to Council.

Action: The Council RESOLVED to co-opt Mr David Conway to Ruskington Parish Council. Proposed by Cllr Ditch, seconded by Cllr Trolley and approved unanimously.

Mr Conway and the Chairman signed the Declaration of Acceptance of Office and joined the table. Although able to take part in the discussions on Council business, Cllr Conway was not able to vote on matters at this meeting.

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

   6.1. Social media policy

   6.2. Communication policy

These had been reviewed an updated.

Action: Following the Administration Assistant’s training in improving communication for councils, the Council RESOLVED to review the social media policy and communication policy as part of a communication strategy, which was to include the Dignity at Work Policy.  Proposed by Cllr Tomlinson, seconded by Cllr Trolley and approved unanimously.

   6.3. Health & Safety policy.

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

   6.4. Allotment policy

Action: The Council RESOLVED to approve the policy following recommended amendments. Proposed by Cllr Cotter, seconded by Cllr Jennings and approved unanimously.

   6.5. Allotment lease agreement 2023-2024

Action: The Council RESOLVED to approve the agreement for 2023-2024 following amendments to ensure the agreement matched the approved allotment policy. Proposed by Cllr Cotter, seconded by Cllr Tomlinson and approved unanimously.

7.  To consider setting up and allocating members to the following working parties or committees:

Working party membership would be based on councillors’ interests and areas of expertise. Each working party to have a lead councillor. The Chairman invited Cllr Conway to attend any working party meetings that he wished in order to gain understanding of council business.

   7.1. Recreation Working Party – To review the pavilion, the requirements for its use, and its renovation plans to include a community café and disabled facilities. Also to review the goal posts at Parkfield playing fields following the RoSPA inspection on 14 August 2023 and consider whether they should be repaired or replaced.

Action: Council appointed Cllr Cox as the lead councillor, and Cllr Tomlinson and Cllr Jennings to the working party.  

   7.2.  Byelaws - To review the Council’s byelaws and agree recommendations on how to deal with anti-social behaviour, dogs off-lead, dog fouling and vandalism.

Cllr Ditch presented a detailed overview of a meeting held on 11 September 2023 with representatives of the ASB team at NKDC and Lincolnshire Police. This included the use, updating and policing of Council’s byelaws and the possibility of Public Space Protection Orders. The ASB Officer had agreed to contact the Environmental Health manager at NKDC to request training for the Parish Caretaker so he could issue on the spot fines for littering and deal with dog related issues. 

Action: Council appointed Cllr Cox as the lead councillor, plus Cllr Tomlinson and Cllr Bain. The Clerk would support these meetings.

   7.3. Environment Working Party to include a review of cemetery policies and fees for 2024-2025.

The Environment Caretaker had expressed an interest in being part of this working party.

Action: Council appointed Cllr Cotter as the lead councillor, plus Cllr Jennings and the Environment Caretaker to the working party, with support from the RFO and Clerk to review the fees and the cemetery regulations. 

   7.4. Finance Working Party – To review grant applications from community groups in preparation for the ordinary meeting on 10 October and commence the review of the budget requirements for 2024-2025.

Action: The Council appointed Cllr Ditch as the lead, plus Cllr Bain, with the RFO to support.

   7.5. Estate Management Working Party or Committee – To deal with any urgent matters arising from the renovation of the Parish Office or the development of the community garden.

Action: The Council appointed Cllr Tomlinson as the lead councillor, plus Cllr Trolley to the working party. The development of the community garden to be considered by the Environment Working Party.

Action: Council RESOLVED to approve all the above appointments to working parties. Proposed by Cllr Bain, seconded by Cllr Jennings and approved unanimously.

8. To consider / approve the meeting dates for 2024.

Action: The Council RESOLVED to approve the meeting dates for 2024. Proposed by Cllr Trolley, seconded by Cllr Tomlinson and approved unanimously.

9. To consider the quotes for the tree stump work required on the boundary between Parkfield carpark and a property on Parkfield Road.

Action: The Council RESOLVED expenditure up to a maximum of £300 for the removal of the tree stumps. Proposed by Cllr Tomlinson, seconded by Cllr Trolley and approved unanimously.

   9.1. To consider the quotes for the removal, disposal and replacement of the Council’s chain mail fence bordering Parkfield carpark and a property on Parkfield Road.

Action: The Council asked Cllr Tomlinson to inspect the fence in the presence of the Clerk to see if the chain mail fence and concrete posts required replacing or if they could just be removed.

   9.2. To consider the quotes to replace a resident’s garden fence damaged by self-set trees growing on the boundary of Parkfield carpark, if available.

No quotes had been received from the resident and no evidence had been produced to show that the self-set trees had damaged the garden fence.

10.  To consider the anti-social behaviour, vandalism and dogs off lead on Council owned land, and within in the village over the last few months, and agree a campaign of action to tackle this, including the use of social media.

This had been considered in detail in agenda item 7.2 above. The Council, Police and ASB Team were working in partnership to deal with and prevent these matters.

Action: Council to report all episodes of ASB and vandalism to the police. Residents to be encouraged to report ASB, vandalism, dogs off lead and dog fouling to the police, and the ASB team at NKDC as evidence is essential. Council also agreed to allow the police and ASB team to work through the ASB legislation for dealing with such matters. Information to be shared via Council’s media platforms.

   10.1. To consider hosting a regular police surgery at the parish office.

Action: The Council RESOLVED to hold a regular police surgery in collaboration with the Community Policing Team.  Proposed by Cllr Trolley, seconded by Cllr Bain and approved unanimously.

11.  To consider applying for the NKDC Litter Picking Grant for 2023-2024.

Action: The Council RESOLVED for the Clerk to apply for the litter picking grant for 2023-2024. Proposed by Cllr Jennings, seconded by Cllr Cotter and approved unanimously.

12. To consider the recommendations and quotes for upgrading the broadband to the parish office property.

Action: The Council RESOLVED to approve Option C from Quickline at a cost of £49.00 excluding VAT on a 24-month term. Proposed by Cllr Trolley, seconded by Cllr Cotter and approved unanimously.

13. To consider the purchase of a joint litter and dog waste bin for the public footpath running from Station Road over the railway bridge towards Sessile Close.

It was noted that a bin had been removed from Chestnut Street and not replaced.

Action: The Council RESOLVED to purchase a joint litter and dog waste bin for this area at a cost of no more than £600.00.  Proposed by Cllr Trolley, seconded by Cllr Bain and approved unanimously.

14. To consider the quotes for the relocation of two CCTV cameras at Parkfield playing fields to include coverage of the changing rooms.

Action: The Council RESOLVED to approve the quote for £1,038.00 for Global Vision to reposition two CCTV cameras at Parkfield playing fields. Proposed by Cllr Jennings, seconded by Cllr Cox and approved unanimously.

15. To consider Ruskington Parish Council hosting ICCM memorial inspection training.  (This will provide two free places for Council caretakers).

Council would be expected to provide the venue and refreshments for approximately 12-15 attendees at £10.00 per head. The Environment Caretaker had expressed an interest in attending the training.

Action: The Council RESOLVED to host ICCM training in the spring of 2023. Proposed by Cllr Cox, seconded by Cllr Trolley and approved unanimously.

16. To consider the best way to formally open the community garden whilst it is under development.

Feedback to date had been positive and groups were starting to contact the office about its availability. A funding bid to Quickline to develop the sensory area in the garden had been submitted.

Action: The Council agreed that it would not hold a formal opening at this stage, but residents were to be made aware that the garden was open and available. The garden to the rear of the office to be opened with immediate effect during office opening hours with access via the Co-op carpark. In the future a “Friends of the Community Graden” to be set up by interested individuals to enable access to funding for the garden which is not available to a parish council.  

Action: The Council resolved that any unspent expenditure for the fence at Beck Close play area to be allocated to the development of the community garden. Proposed by Cllr Ditch, seconded by Cllr Cotter and approved unanimously.

17. To consider Crowd Funding as an option for raising money for the renovation of the pavilion to include a community café and accessible facilities.

The University of Lincoln had invited Council to meet with them at the university to discuss amendments to the students’ designs for the pavilion.

Action:  The Council agreed the crowd funding in principle. The Recreation Working Party would explore this, and other fund-raising options, in further detail as part of the review of the pavilion and its use. Council members would arrange to meet with the university students and their lecturers.

18. To consider plans to celebrate Christmas 2023 and agree any expenditure.

Letters to businesses on the High Street and Church Street had been delivered. Ideas were discussed such as: hanging decorative lights over the High Street, erecting a large tree at the front of the parish church, and encouraging businesses to decorate their windows. The date of the Christmas Market was known, and suggestions were made to erect the marquee in the community garden on this day and share information on Council business.

   18.1. To consider arranging a Santa Crow (scarecrow) competition.

Cllr Cox outlined an idea for Santa themed scarecrow competition.

Action: The Recreation Working Party to consider this and other ways to celebrate Christmas.

19. To consider the information for the village entrance signs and agree the style and materials and a short list of suppliers for obtaining quotes.

Action: The Council RESOLVED that the two village signs (one of each design) would be made of resin with a metal surround, with the image on one side only. The example from Allen’s Signs (of Martin village entrance signs) was considered the most appropriate size and shape.  The Admin Assistance to obtain a quote based on the above information and to contact local businesses to ask if they would like to sponsor the signs. Council Caretakers would install the signs following consent from Lincolnshire County Council. The expenditure would be considered in the budget setting for 2024-2025. 

20. To consider a community project in conjunction with the Youth Club for the area of grass at the junction of Silver Street and Station Road once ownership of the land is confirmed.

Action: Council agreed to contact the correspondent to say they supported the Youth Club developing the piece of land at the junction of Silver Street and Station Road, but they would need to confirm ownership of the land and seek consent. The Council would be able to provide advice on developing the land into a wildlife garden area. Other areas, such as Horseshoe Hollow, could be considered for a project to involve young people.

21. Planning – Applications received since the last meeting

      a.  Application Reference: 23/0755/HOUS

Proposal: Proposed single storey extension to front and side, connecting to the existing

garage.

Location: 7 Grange Road Ruskington Sleaford Lincolnshire NG34 9FA

Action: Council had no objections and NKDC had approved the application. 

      b. Planning Application Reference: 23/0716/HOUS

Proposal: Proposed single storey rear extension. Location: The Coach House 37 Rectory Road Ruskington Sleaford Lincolnshire

Action: Council had no objections and NKDC had approved the application. 

      c. Notification of Receipt of Planning Application

Planning Application Reference: 23/0756/VARCON

Proposal: Application to vary conditions 2 (approved plans), 3 (materials) and 13

(occupancy) and removal of condition 14 (register of occupancy) attached to planning

permission 19/1378/FUL (allowed under appeal ref: APP/R250/W/20/3250667) - Change of

Use of land at Priory Lakes for creation of Holiday Park including stationing of 35 lodges

and one unit for office /reception - to allow for residential occupancy for persons over 50

Location: Priory Lakes Priory Road Sleaford Ruskington NG34 9DL

Action: Council had submitted concerns including unsuitability due to location, lack of safe access to the village for motorists or pedestrians, the site not being allocated for development in the local plan, and the site being located outside the curtilage of the village. Council considered that a prior application for a holiday park was more suitable for the site.

      d. Prior approval

Application Reference: 23/0807/PNND

Proposal: Prior approval for a proposed change of use from agricultural barn to 5 dwellings

(class C3) and for associated operational development. Location: Land Off Fen Road Fen Road Ruskington. Applicant: Adrian Gott

Action: Council had previously agreed to ask for further information on this application.

      e. 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 Lincolnshire NG34 9D.

Action: Council noted the property would be in Flood Zone 3 but the property will be raised above ground level. Council had no objections to this application if the Environment Agency had no concerns due to the risk of flooding and the risk of building this property contributing to the risk of flooding e.g., water run-off raising water levels in the Beck and contributing to flooding. 

      f. Notification of Receipt of Consultation of public payphone removal scheme

Application Reference: 23/0395/PNTEL.

Action: Council had no objections to the removal of the pay phone.

Proposal: Removal of public payphone. Location: Fen Road Ruskington Sleaford NG34

      g. Application reference: 23/1015/TPO

Description of works: T1 Lime - Reduce overhanging branches back by 2.5m. Location: 4 Oakland Crescent, Ruskington, Sleaford, Lincolnshire, NG34 9DG

Action: Council had no objections to the tree work.

21.1. Applications approved by NKDC since the last meeting.

      a. Application Reference: 23/0755/HOUS

Proposal: Proposed single storey extension to front and side, connecting to the existing

Garage. Location: 7 Grange Road Ruskington Sleaford. (Approved by NKDC)

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

   a. LALC (via email) – Fortnightly newsletter

   b. NKDC Planning Enforcement Officer (via email) – Land at Speedway Corner

   c. Beacon Fen (via email) –

   d.  NKDC (via email) – Parish and Town Newsletter

   e. LCC Highways (via email) – Road and drain surveys

   f. LCC Countryside Access – Schedule to show the grass cutting of public rights of way in NKDC.

   g. Residents (via email) - Graffiti at Parkfield playing field on 29 July 2023. (Police informed.)

   h. Resident (Via email) – Community project with the youth club for land at the junction of Silver Street and Station Road (agenda item).

   i. LALC (via email) – Training bulletin for August 2023

   j. Resident – Traffic noise, speeding, speed camera, HGVs driving through the village and flooding on Sleaford Road.  

   k. Village Hall Chairman (via email) - Flooding of Parkfield carpark during heavy and prolonged rainfall.

   l. Resident (via email) – Enquiry regarding Ruskington men’s football teams and the possibility of starting up a new men’s team.

   m. National Flood Forum (via email) - Lincolnshire Groundwater Project and Land North Side of Larch Close (wild bores)

   n. NKDC (via email) – Invitation to a town and parish council engagement event at Whisby on 5 October 2023 from 6pm to 8pm, to discover the ambitions and plans of the district council.

   o. Age UK Lincoln & South Lincolnshire - Safe and Warm Initiative

   p. Residents – Dogs off lead, and at times, unaccompanied inside the children’s play area at Elmtree. (Sleaford Police, Environmental Health and the ASB Team at NKDC are aware and their advice is being taken.)

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

• Cllr Cox had attended training on event management and organising road closures and had passed the exam.
• Cllr Tomlinson mentioned the poor quality of the grass cutting at the playing fields and the possibility for the Lions JFC to undertaking training to maintain the playing fields. Once information was available, this would be a future agenda item.

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

The District Councillors and County Councillor were not present at the meeting and no reports had been received.

25. 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 matter below. 

Action: The Council RESOLVED to exclude the public and press from the meeting. Proposed by Cllr Cotter, seconded by Cllr Trolley and approved unanimously.

The meeting closed at 9.59pm and re convened at 9.59pm.

26. To consider the end of probation appraisal for the Parish Caretaker and the offer of a permanent position.

Action: Following a successful appraisal, the Council RESOLVED to offer the Parish Caretaker a permanent position at the Council. Propose by Cllr Trolley, seconded by Cllr Jennings and approved unanimously.

The Chairman closed the meeting at 10.01pm.

Meeting date: 12 September 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 11 July 2023.

Anti-social behaviour, vandalism, verbal abuse and graffiti – RPC, the Police and the ASB team at NKDC are working together following the recent acts of vandalism and ASB legislation is being followed.  PC Christopher Green has met with the Clerk on two occasions and provided updates. PC Green is making home visits to the perpetrators. The ASB team at NKDC are also involved and the ASB legislation is being followed. RPC can ban residents form its property and PC Green will provide the paperwork for this. A social media campaign to be created to raise awareness of ASB and how residents can report ASB. This information is on the blue safety signs at the entrances to all play areas. Other reports of ASB and vandalism in the village involving private property are being reported to the office. Residents are being signposted to the Police and NKDC.

Beck Close play area and fence – Play grade bark has been purchased and laid to ensure the surface is at the correct depth. The metal bow top safety fencing is being installed by RPC Caretakers. Work commenced on 4/9/2023. Residents were advised in advance and NKDC gave permission for the siting of the compound and skip on the grass area at the right of the play area. All the play areas now have hoop topped metal safety fencing.

Bench beside the Beck –The Clerk and Environment Caretaker met with the resident on 18 July 2023 to agree the best location (between the cherry trees opposite the entrance to the Winchelsea Centre. LCC Highways provided written consent for the memorial bench in this location.  The caretakers have laid the slabs and installed the bench. It is a teak bench and will not require treating.

Broadband – A BT representative visited the office on 12 July 2023 to discuss the upgrade of the broadband. Quickline have been contacted 3 times to visit the office and provide a quote.

CCTV – The cameras at the Village Hall were reviewed on 3 August 2023 by Global Vision, Cllr Cox, Cllr Tomlinson and the Clerk. They were adjusted a required to give better views. One was repaired.

• A quote to relocate two of the cameras is awaited (one to be relocated to the changing rooms). (Agenda item.)
• Upload speeds from the cameras at Parkfield (pavilion and village hall) to the parish office are slow (0.58mbps when a minimum of 2.5 mbps is required) which means that fast forwarding and zooming in to the images can be very slow.

Cemetery – Glendale commenced the hedge cutting w/c 17 July 2023. Residents of Lindum Park have contacted the office regarding the hedge that separates the cemetery from their property. Glendale has agreed to inspect. Glendale should cut the hedge to one foot below the height of the garden fence, but it has only been lightly trimmed.

Christmas trees – Letters to businesses along the High Street and Church Street were distributed on 7/9/2023. The deadline for return of consent slips is 6 October 2023.

Christmas Market – Ruskington Christmas Market will be held on Saturday 2 December 2023. This is being organised by a resident.

• Ideas and expenditure for celebrating Christmas 2023 is an agenda item.

Community garden – The area of garden leased from the Co-op is now open for use. Uneven ground at the two entrances have been levelled with concrete and slabs. The Environment Caretaker has made a gate to separate the garden from the working area at the rear of the office.  Uneven ground signs have been purchased and are in place as is the ramp to allow access from the Co-op carpark.  The Co op have yet to “hatch” the parking slot in front of the entrance gate.

• Compost bins – The Environment caretaker has made these out of old pallets, and they are in situ.

• Free food project - Potatoes and green beans that have been grown in the garden have been available from the blue gates for residents to help themselves to. This has been well received.
• Funding – The Clerk submitted a funding bid for £1240.00 to Quickline on 30/8/2023 for the sensory garden area. The Environment Caretaker provided information and advised on items required and their costs. The outcome should be known by 15/9/2023.
• Opening of the community garden whilst part of it is under development. (Agenda item). One suggestion has been to hold a Teddy Bear’s Picnic.

Co-option – A resident has met with the clerk and Chairman, previously observed a full council meeting and has returned a completed application form.  Their co-option will be considered by vote at the meeting on 12 September 2023. (Agenda item). A total of four application packs have been issued but only one application has been received.  

Cigarette butts – The Caretakers are commenting on the amount of cigarette buttes being discarded on Church Street by the delivery drivers and the path between Baxter’s garage and the Black Bull, being left by staff members from Baxter’s. This is a littering offence and carries a fine. The caretakers are gathering photographic evidence so NKDC can be informed. The Clerk will write to the business owners to ask them to ensure their staff discard their cigarette butts and packets in an appropriate receptacle.

Defibs – The battery for the defib at the Medical Centre was replaced on 26/7/2023.  The battery and pads were replaced at the Winchelsea Centre in May 2023 as part of the weekly routine inspection.

• The defib cabinet at the medical centre was intermittently beeping and lighting up. To ensure the defibrillator was fully operational and as the cabinet was over eight years old, with a previous repair, the Clerk used her devolved powers to purchase a new outdoor polycarbonate cabinet at the cost of £500 +VAT. 

Dog off lead inside Elmtree play area – The Environmental Health Team and ASB Team at NKDC and Sleaford Police are aware of the issue with a dog’s owners letting the dog into the children’s play area - at times unaccompanied. Reports of the owners damaging the hedge to allow their dog ease of access to the playing field area is being investigated by RPC. On the advice of the Community Beat Manager, letters have been hand delivered to residents living adjacent to the play area.

Dogs on Lead Signs – Six 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. One sign, on a wooden post, has already been taken down and thrown in a ditch. Metal posts would cost £70.00 each.

Electric Charging Points – The RFO is contacting the government recommended firms to assess the suitability. If suitable a voucher for a £350.00 will be applied for to reduce the cost of fitting the charging point. Only one firm responded to say they no longer offer these as the government took too long to reimburse them.

• Ruskington Co-op has installed two EV charging points in their “top” carpark. This does not affect the community garden.

Garden of Remembrance –The gates were re-hung on Tuesday 18 July 2023, following refurbishment. The work has been completed to a very high standard.  

Hillside play area – Play grade bark has been purchased and spread to ensure it is the correct depth and the caretaker for Play Facilities commenced painting the equipment. The RoSPA inspector verbally advised that the bark be removed and replaced will soil, matting and grass. However, he acknowledged that this would remove the play area from use for quite some time.

Horseshoe Hollow - Arrangements for the grass cutting (in October) and baling are underway. The grass will be cut in October. This will be its first cut this year as per the management plan. The grass is already less vigorous than in previous years. The Environment Caretaker has cut wider and extra paths this year for residents to enjoy walks through the area.

Horseshoe Hollow - Information Boards –The three boards were collected from Display Pro in Sleaford on 24 July 2023. Thank you to Cllr Cotter for the artwork and text. Cllr Cotter met with Andrew Doughty to agree the locations at the entrances to Horseshoe Hollow on 2 August 2023. They will be installed once the litter bins have been installed and once the caretakers are back from annual leave.

MUGA – The graffiti was removed by the approved contractor on Friday 14 July 2023. The Clerk, in consultation with Cllr Cox, authorised additional expenditure of £100.00 for the work to be completed without further damage. Small patches of damage have been repaired by the caretaker.

• The graffiti was reported to the police on 17/7/2023. Crime number:
• The lines on the MUGA require repainting in places.
• It is next due for a pressure wash and moss treatment, as part of its 5-year maintenance plan on:

LALC Shining Star Awards 2023 – Council was awarded the accolade of 'Council of the Year' for Larger Councils (over 5,000 residents). The RFO was a runner up for the Clerk of the Year. Cllr Ditch, the Clerk, and RFO attended the Awards Dinner at the Bentley Hotel, South Hykeham on 19 July 2023.

LALC Conference 2023 - The Clerk and RFO attended the conference on 19 July 2023 at the Bentley Hotel, South Hykeham, attending workshops on sustainability, investment opportunities and funding for local councils.

Parish Office – A pre-start meeting with Newman Moore will be held on 8 September at 9am at the Parish Office. The Chairman, Vice-chairman, Cllr Tomlinson, the Clerk and Buildings Caretaker will be in attendance. A scheme of work and plan for the kitchen is expected. The smoke vent is required as per building regs.

• A copy of their insurance has been provided and the design for the kitchen.
• Asbestos survey – this was carried out on Monday 7 August 2023 by BTS Ltd and the report circulated to staff members, Council and Newman Moore. A copy is on file in the asbestos register.
• A pre-start meeting between Newman Moore and RPC is required.
• The quote for the kitchen and its installation was circulated via email on 15 Augst 2023.

Parkfield play area – Wicksteed have been contacted 3 times, by phone and to complete the outstanding work required. A date is still awaited.

Parking across the entrance to the Parish Office drive – LCC Highways and Cty Cllr Wright have been made aware of the parking and access issues to the drive at the parish office. A white painted T bar is being investigated by Highways. (Reference no: 4185227) – yellow marks have been painted on the kerb so this is looking hopeful.

Parking on the grass at the Village Hall – The troughs that were going to be used as a physical barrier are the casts for the ornate bollards located on the High Street. LCC highways have now removed these for storing at a facility in Grantham. Another strategy to prevent parking is required.

Parish Van – This passed its MOT on 26 July 2023 after having a windscreen wiper replaced. Its annual inspection and “health check” takes place on 19 September 2023.  Its first service is due in 2024. (The lease for the van has been extended by 6 months to January 2024)

PAT Testing – This was completed on 14 July 2023 for all RPC’s portable appliances. One appliance (a welder) required a plug. All other items passed.

Pavilion – A smart gas meter was fitted on 12 July 2023.

• The pavilion codes were changed on 14 July 2023 as it appeared that unauthorised access had occurred and footballs belonging to Ruskington Athletics had been taken. (All have been returned or found. This is captured on CCTV and screen shots from the footage have been shared.)
• The Lions JFC reorganised the external storage cupboard on 22/7/2023 – as previously agreed.
• Community café within the pavilion - This would require change of use planning permission at the cost of £231.00 once the plans were agreed and drawn. Information from Heckington Parish Council regarding their pavilion has been shared with Council. The Clerk recommends that a working party be set up to discuss the future use of the pavilion, the plans for its design and the planning process. (Agenda item).

Public toilets – These had been left in a poor condition following the Party in the Car Park (they had been locked before they could be cleaned by the event organiser) with litter and paper towels blocking the toilets.

• Repeated vandalism has taken place in the gents’ toilets, including deliberate flooding. A video of the vandalism has been shared with the Clerk and the police.  The police are aware, and action is being taken. Two young people and a set of parents visited the parish office on 19 August to apologise. A donation of £50.00 from a culprit’s parents has been received with an apology for their child’s behaviour.

Fen Road railway bridge – Network Rail removed the vegetation covering the fencing and growing over the path. The exposed fence is leaning, loose and decaying and potholes along the fence edge of the footpath can be seen.  These were reported to network rail who said it was not their responsibility/property.  LCC Highways have been contacted and will investigate. Some of the holes have been filled in, but the fence is still leaning.

Remembrance Sunday (12 November 2023) – A meeting is being held with Rev Jenkins, D/Cllr Wright (on behalf of the village veterans) and Sarah Tonge (volunteers) at 10am on 26 September 2023. The veterans have asked for a space to be allocated in the memorial harden and they wish to lay a wreath. Cllr Cox is attended road traffic management for events training on 11 September 2023.

Rogue hedge cutting - A resident who has been seen cutting hedges in the village and leaving the clippings on the ground was reported to the Environment Team at NKDC on 1 Augst 2023, as residents were complaining about the mess and tripping over the clippings. NKDC were asked to remove the clippings.  

RoSPA - The annual ROSPA inspection of the play areas, play equipment, MUGA and outdoor gym equipment was undertaken on 14 August 2023. The reports have been circulated.  (Agenda item)

Staff matters – The Parish Caretaker had his end of probation appraisal on 8/9/2023. (Agenda item.)

Storeroom Extractor Fan – A new, more robust, extractor fan was fitted and re-wired (under warranty) on 14 July 2023.

Training - The Admin Assistant will be attending Zoom training on improving communication with members of the public later this month.  

• The RFO attended finance software training with Edge via Zoom on 20 July 2023.
• The Clerk, RFO, and Admin Assistant are due to attend allotment training with Edge, via Zoom.

Tubs beside the Beck – Ruskington Garden Centre has advised that it will no longer be sponsoring the tubs beside the Beck. Winter pansies have been ordered for the tubs and the entrances to the village.

Waste bins - New combined litter/dog waste bins have been located on Leasingham Lane and at the entrance to the public green space and alleyway from Dorrington Close to Westcliffe Road.

Council and the caretaker who installed the bin at Dorrington Close have been praised by a dog walker.

• The bin beside the MUGA has been relocated to Parkfield play area.
• The open topped litter and dog waste bins are due to be replaced (the bins have been purchased).
• A bin is required for the path over the blue bridge off Chestnut Street. The dog waste bin was removed, and the bin earmarked for its replacement was used at the entrance to the north field. This has since been the target of arson and has not been replaced. (Agenda item.)

WhatsApp – The Councillor, Clerk and RFO WhatsApp group has been set up for the speedy sharing of information / drawing attention to important matters and emails.

Village Hall - Flooding is occurring where Parkfield carpark meets the VH carpark. RPC has installed a soak away drain in this location, but it is not coping when rainfall is very heavy or prolonged.

• Quickline will be upgrading the broadband to the village hall. The village hall has information from Global Vision regarding the requirements for the RPC CCTV equipment in the village hall to share with Quickline.
• The Village Hall will be a Co-op Community Champion over the Christmas period 2023. They are hoping to raise money for audio-visual equipment.

Village Signs – Chestnut School have been informed of the winning entries. The winners and the teachers are delighted.  LCC has provided the consent form for erecting structures beside the highway for the Clerk to complete. The Admin Assistant has contacted 14 companies regarding village signs and costs, and this has been shared with Council. (Agenda item.)