14 November 2023
Ruskington Parish Council
Minutes of an ordinary meeting of Ruskington Parish Council held on Tuesday 14 November 2023 at the Winchelsea Centre, High Street North Ruskington, NG34 9DY at 7pm.
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Present: |
Chairman |
Cllr O Ditch |
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Councillors: |
C Bain, Cllr D Conway, S Cotter, G Cox, AE Jennings, M Trolley, L Tomlinson (arrived at 7.01pm) |
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Also, in attendance: |
Mrs Kathryn Locke (Clerk to Council), |
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County and District Councillor Wright arrived at 7.06pm.
Three members of the public were in attendance, including the Council’s Environment Caretaker.
At 7pm the Chairman welcomed the delegates and members of the public and opened the public session.
The flooding of Ruskington on Friday 20 October 2023, due to Storm Babet, was discussed by all three members of the public, including its causes and possible future preventative methods. One member of the public shared a Power Point presentation to show the ditches and flooding issues on Westcliffe Road.
The Chairman opened the Council meeting at 7.20pm.
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.
None were declared at this time.
3. To approve as a correct record the notes of the meeting held on Tuesday 10 October 2023.
Action: The Council RESOLVED to approve the notes of the meeting as accurate Minutes. Proposed by Cllr Trolley, seconded by Cllr Bain and approved with seven votes for and one abstention (not present at the last meeting).
The Chairman signed the Minutes.
4. 4. Financial Matters (Please see Appendix A).
4.1. To consider approval of payments made since the last meeting held on 10 October 2023.
Action: The Council RESOLVED to approve all the payments. Proposed by Cllr Jennings seconded by Cllr Trolley and approved unanimously.
4.2. To consider approval of the bank reconciliations for August, September, and October 2023.
The October reconciliation was not available due to issues with the Edge financial software.
Action: The Council RESOLVED to approve the bank reconciliations for August and September 2023. Approved by Cllr Bain, seconded by Cllr Jennings and approved unanimously.
4.3. To consider the allocation of £1930.69 CIL money from the development of land to the east of Lincoln Road and north of Springfield Road, Ruskington, (planning reference 20/0391/FUL), to a community project.
Action: The Council RESOLVED to allocate £1,000 to the community garden project. Proposed by Cllr Ditch, seconded by Cllr Jennings and approved unanimously.
Action: Council RESOLVED to consider rounding the remaining £930.69 up to £1,000 and allocating this to a project to support those affected by the recent flooding, if this was permissible. Proposed by Cllr Tomlinson, seconded by Cllr Ditch and approved unanimously.
4.4. To consider subscribing to Amazon prime at a cost of £95.00 per annum for fast delivery of items not available locally.
Action: The Council RESOLVED to subscribe to Amazon prime at a cost of £95.00 per annum. Proposed by Cllr Ditch, seconded by Cllr Trolley and approved with six votes for, one vote against and one abstention.
4.5. To consider a donation to the charity, The Conservation Volunteers, following a donation of free trees.
This had been approved at the meeting held on 10 October 2023.
4.6. To consider the purchase of the following items as requested by the Parish Caretaker: - (Information previously circulated.)
a. Hand trimmer for cutting grass between headstones in the cemetery. (£114.99)
b. Garden vacuum for removing leaves and debris from the paths in the cemetery and Garden of Remembrance. (£124.98, excluding VAT).
Action: The Council RESOLVED to purchase the hand trimmer and garden vacuum as detailed above. Proposed by Cllr Tomlinson, seconded by Cllr Cox and approved unanimously.
4.7. To receive an update on the staff pay award for 2023-2024.
The information had been previously circulated. The Clerk advised that the Local Government Pay Award for 2023-2024 had now been agreed. For all spinal points up to 43 the agreed award was a flat rate payment of £1,925. This equated to an extra £1.00 per hour for all staff members. This would be backdated from 1 April 2023 and would be included in the November pay.
4.8. To consider projects and requirements to inform the budget for 2024-2025.
Current projects to be considered, as previously agreed by Council, included enrolling staff members on to the Local Government Pension Scheme, replacing the defibrillators as they were reaching their end of life, replacing all the barrels beside the Beck, and purchasing a digital noticeboard. Other expenditure to consider included purchasing new goalposts as the current ones would not last another year, improving the Christmas lights, and increasing expenditure for Council’s open days and events.
Action: Projects and equipment for consideration to be emailed to the Clerk with costings where possible.
5. To receive an update on co-option to Ruskington Parish Council.
One application pack had been sent out since the last meeting with an invitation to observe a meeting and meet with the Clerk and a councillor. No applications had been received.
6. To receive the Clerk’s report – for information only.
This had been circulated prior to the meeting. No questions were raised.
6.1. To receive a report from the NKDC Engagement Event held on 10 October 2023.
Cllr Cotter had attended this event and gave a brief resume.
7. To receive an update on the Communication Strategy and Policy – Cllr Bain.
Cllr Bain and the Administrative Assistant had drafted a policy. One minor amendment was required regarding the use of artificial intelligence.
8. To consider re-establishing committees, or joint committees, to oversee the following: -
8.1. Finances (meetings required in November/December to consider the budget for 2024-2025)
8.2. Environment
8.3. Recreation
8.4. Estate Management
8.5. To consider any other committees required.
The Chairman gave an overview on why this was being considered. Due to the lack of councillors it was considered practical to combine some committees that had overlapping interests.
Action: The Council RESOLVED to re-establish the following committees – Finance, Environment and Recreation, Estate Management and Planning. The cemetery would be included within the Estate Management and Planning. Subject leads would chair each committee. An HR Committee was already in place. Proposed by Cllr Jennings, seconded by Cllr Trolley and approved unanimously.
9. To receive an overview of a meeting held on 31 October 2023 to discuss the flooding on 20 October 2023, during Storm Babet; the response by available councillors and staff, and considerations on how future flooding can be prevented.
Notes of the meeting and information, including comments from councillors and staff, had previously been circulated. Cllr Ditch presented an overview of the events and meeting, and after invitation from the Chairman, the Environment Caretaker to provide a timeline of events and the water level measurements he had recorded. The flooding was discussed. During the storm 2 months of rain had fallen in one day. The use of sandbags and other flood prevention aids were discussed. It was noted that for some flooded properties, the water ingress had been through walls and floors and had therefore been unpreventable.
At this point in the meeting, after a request by the Chairman, Council unanimously RESOLVED to move agenda item 23 this point to allow Cllr Wright to give his reports from NKDC and LCC so he could then leave the meeting, if he wished to do so. Proposed by Cllr Bain, seconded by Cllr Conway and approved unanimously.
Cllr Wright presented his report:
- The plans for Sleaford Market Plan had been returned to Planning as although the principal plan had been agreed there were 6 points to be considered.
- A full consultation on the plans for the Market Place had been held in 2022 and all due diligence had been undertaken.
- The funding for the regeneration and change of use for the Market Place was from the UK Shared Prosperity Fund and was timebound.
- The Heart of Sleaford project was to encourage people to stay in the town.
9.1. To receive an update from Lincolnshire County Council, if available.
Cllr Wright advised that a Section 19 investigation into the flooding would be carried out by LCC as the flood agency. He advised that this could take a while, not all residents would report flooding of their homes, and that each parish would be considered in relation to its neighbouring areas as flooding in one area may impact other areas.
Action: The notes and comments from Council to be sent to Cllr Wright for forwarding on to LCC to information the investigation. The PowerPoint presentation from the resident could also be sent.
At this point Cllr Wright left the meeting.
9.2. To consider all councillors being part of a Ruskington Parish Council Emergency WhatsApp group.
Action: All Councillors agreed to be included in the Emergency WhatsApp group. Proposed by Cllr Cox, seconded by Cllr Jennings and approved unanimously.
9.3. To receive an update on the Community Emergency Plan and consider how this can be promoted.
Information had been circulated prior to the meeting. The plan was being updated and Cllr Ditch provided a resume of his meetings with venue committees and key holders to date and those planned, including the village hall, Winchelsea Centre and the Methodist Church. Information on each venue for use in an emergency was being obtained. A few volunteers were in place.
9.4. To consider keeping £50.00 in cash in the Emergency Plan box for the purchasing of refreshments in an emergency.
Action: The Council RESOLVED to keep £50.00 in cash in the Emergency Planning box. Proposed by Cllr Trolley, seconded by Cllr Bain and approved unanimously.
9.5. To consider a flood resilience campaign for sharing information.
Action: To continue to highlight the need for landowners and residents to carry out their riparian responsibilities; to share flood prevention and flood action awareness using all the Council’s media platforms.
9.6. To ratify the decision to allow Ruskington Scouts to use the Pavilion on Monday evenings (7-9pm) at no charge whilst the Scout Hut, damaged in the flooding, is suitable for use again.
Action: The Council RESOLVED to approve the decision to allow the Scouts to use the Pavilion at no charge until the Scout Hut was suitable to use again. Proposed by Cllr Jennings, seconded by Cllr Cox and approved unanimously.
10. To consider the quotes below for the renovation of the Parish Office: -
10.1. Replacement of the flat roof over the former dining room and repair of the tiled roof over the former entrance lobby and downstairs toilet at the rear of the parish office. (Quotes previously circulated.)
Action: The Council RESOLVED to accept the quote from Apex Roofing at a cost of £2,950.00 excluding VAT. The company to be asked if they could use fibreglass instead of felt for the flat roof at no additional cost. Proposed by Cllr Trolley, seconded by Cllr Cotter and approved unanimously.
10.2. Supply and installation of solar panels for the Parish Office. (Information previously circulated.)
Action: The Council RESOLVED to accept the quote from Imp Electrical at a cost of £11,382. (It was noted that £5,000 of this would be claimed in funding from the Zero-Carbon Project administered by LCC). Proposed by Cllr Cotter, seconded by Cllr Trolley and approved unanimously.
10.3. Smoke shaft and pivot window for the rear staircase.
This was deferred until further information and clarity on the cost was available from the contractor.
11. To receive an update on the kitchen for the Parish Office.
A further quote for a kitchen had been obtained.
Action: The Council RESOLVED to purchase a kitchen from Turnbull Kitchen and Bathrooms at a cost of £1,710.50 excluding VAT. Council had previously agreed that Council’s caretakers would install the kitchen. It was agreed that Cllr Tomlinson would indicate on the walls the positions for the electrical sockets. The contractor would be responsible for the electrics, plumbing and tiling. Proposed by Cllr Cox, seconded by Cllr Tomlinson and approved unanimously.
12. To receive an update on the byelaws by the Byelaw Working Party and consider any recommendations.
No update was available at this time.
13. To receive an update / report from the Pavilion Working Party regarding the renovation of the pavilion and incorporation of a café area.
No update was available at this time.
Action: The Environment & Recreation Committee to review and update the plans.
13.1. To consider/agree the expenditure for the planning application at a cost of £231.00.
This was deferred until the plans were more developed.
13.2. To consider a date to visit the students at the University of Lincoln who are involved in developing the proposal for the pavilion.
This was deferred until the requirements for the pavilion were established.
14. To consider information from the Lions Junior FC regarding maintenance of the playing fields.
Information was still being obtained. Cllr Tomlinson advised that alternative grounds were being used by a couple of the Lion’s teams due to the playing fields being waterlogged and unfit for use.
Action: To obtain a quote for digging out the drainage ditch on the south field. Residents to be reminded again not to dump waste or grass cuttings in the ditch.
15. To consider a request from a cricket team to have a pitch at Parkfield playing fields.
The cricket team had withdrawn their interest but may approach Council again next year.
16. To receive an update on the community garden and its access, following a site visit by councillors on 11 October 2023.
All available councillors had met at the community garden on 11 October 2023 to explore the options for safe access to the garden. (Information previously circulated). The possibility of a third entrance from Pinfold Way had been considered and the Co-op and NKDC had been approached for consent. Due to a prior planning application and access over the potential building plot, an entrance onto Pinfold Way might not be possible without consent from NKDC planning.
Action: The Council agreed that access through the yard to the garden could be made safe by segregating a designated path and the working area of the yard and diverting residents to the garden entrance via the Co-op carpark as required. A third entrance from Pinfold Way would be further considered if planning was permitted.
17. To consider the opening, closing, and cleaning the public toilets over Christmas and New Year 2023.
Action: The public toilets to be kept locked on Christmas Day, Boxing Day and New Year’s Day.
17.1. To consider the opening/ closing of Parkfield carpark over Christmas and New Year 2023/24.
Action: Parkfield car park to be left unlocked on Christmas day, Boxing Day and New Year’s Day.
18. To consider updated information on the Santa - Crow competition for Christmas 2023 and agree a first, second and third prize. (Recommended to the value of £50, £30, £20 vouchers or gifts).
The competition was deferred until Christmas 2024.
19. To consider information on the 2025 calendar competition.
Cllr Cox had provided information on how the competition could be organised (circulated prior to the meeting) and the Admin Assistant had provided information on wording for the ownership of the photographs once submitted.
Action: The Council agreed the wording for calendar competition form regarding the ownership of the photographs once submitted. The Admin Assistant could begin the publicity for the competition.
20. Planning – Applications received and approved since the last meeting.
No new applications had been received.
20.1. Application approved by NKDC
Application Reference: 23/1075/HOUS
Proposal: Erection of single storey rear extension
Location: 60 Station Road Ruskington Sleaford (Approved by NKDC)
21. Correspondence – For information only. (Circulated prior to the meeting.)
a. LALC (via email) – Fortnightly newsletter
b. LALC (via email) - Training Bulletin for October 2023
c. NKDC Corporate and Civic Support Team (via email) - European Local Democracy Week
d. PC Green (via email) – Sleaford Rural Neighbour Police Team newsletter
e. Lincolnshire Police – Requests for suggestions for next police priority setting meeting
f. Zion Church – (via email) – Thank you or helping during the flooding on 20 October 2023
g. Cricket Team (via email) - Enquiry regarding the use of Parkfield for a cricket pitch
h. NKDC Property Officer (via email) – Information request regarding streetlights owned/maintained by Ruskington Parish Council.
i. LALC (via email) - Notification of School Admission Policy Consultations 2025/26 for The King’s School, Grantham.
j. Resident (via email) – Ruskington flood. (For information only. Copied into email sent to other agencies.)
k. Anglian Water (via email) – Anwick Water Recycling Centre - alternative provision
l. LCC (via email) – Parish and Town e-newsletter.
m. Aurora Security Services (via email) – Incident at village hall/ Parkfield carpark on 31/10/21 at approx. 5.30am.
n. Anglian Water (via email) – Anwick Water Recycling Centre now working as normal.
o. Ruskington Scouts (via email) – Use of the pavilion on Monday evenings
p. Aurora Security Services (via email) – Incident number for incident on 31/10/23
22. To receive Councillors’ reports for information only and items for inclusion on the next agenda.
- Cllr Tomlinson asked if the Scouts could be asked not to use any of the contents in the fridge in the pavilion.
- Cllr Bain commented on the poor condition of the footpath between Ruskington and Sleaford Rugby Club and would report this via Fix My Street.
- Cllr Cox considered that the Parish Office be open on the day of the Christmas Market and could offer a couple of hours’ availability on the day.
- Cllr Ditch requested more timely financial information and hoped the issues with the finance software could be resolved by Edge before the next meeting.
23. To receive District and County Councillors’ Reports – for information only.
Cllr Wright had given his report between agenda items 9 and 9.1 above.
24. To resolve whether to exclude the public and press, in accordance with the Public Bodies (Admissions to Meetings) Act 1960, to discuss the staff and issue below.
Action: The Council RESOLVED to exclude the public and press from the meeting to discuss the issues below. Proposed by Cllr Bain, seconded by Cllr Cotter and approved unanimously.
The Chairman closed the meeting at 9.55pm. The public left the meeting. The meeting re-convened at 9.56pm.
25. To consider overtime payments for staff who worked beyond their normal working hours to help during the flood on 20 October 2023.
Action: The Council RESOLVED to pay double time for the overtime worked by the staff members on 20 and 21 October as part of the flooding response and tidy up in recognition of their valued and tremendous work. This was in addition to the time taken off in lieu. Proposed by Cllr Cox, seconded by Cllr Ditch and approved unanimously.
26. To consider a potential safeguarding issue at Parkfield playing field and carpark, as reported by Aurora on 31/10/2023.
An issue had been reported to Council by Aurora Security Services. At Council’s request, this had been reported to the Police by Aurora. PC Green advised on 14 November 2023 that due to lack of evidence regarding the allegation, the matter would not be taken further.
The Chairman closed the meeting at 10pm.
Appendix B:
Clerk’s Report for November 2023 meeting. |
Meeting date: 14 November 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 10 October 2023.
Actions completed from the meeting held on 10 October 2023.
Min ref 7, pg., 58-2023. The Parish Church and Methodist Chapel have both sent thank you emails for the donations towards their good causes (Christmas Lunch and Warm Space Initiative).
Min ref:7.1 Conservation Volunteers –
Min ref 8.1. Community garden – A site visit was made by councillors, Clerk and RFO on 11 October 2023 to review the risk assessment and the points of entry/exit.
Min ref 9. Office kitchen – Information awaited
Min ref 10 and 10.1. DAB radio and PPL and PRS licences – The licenses have been paid for. Cllr Trolley kindly donated a DAB radio to the Parish Council.
Min ref 11. Communication Strategy – Cllr Bain and the Admin Assistant have started work on this.
Min ref 12.2. Lease of an electric work van - Listers at Boston have been contacted regarding the lease of a Mercedes Benz eVito L2 electric van. Information awaited.
Min ref 14. Calendar Competition for 2025 –
Min ref 15. Broadband - Plus Net appears keen for Council to move on to a new BT broadband /phone package before the contract ends in February 2024. This is still being investigated.
Min ref 16. Gravel for the Memorial Garden - This has been delayed due to flooding and road works by Anglian water on Sleaford Road.
Min ref 17. Whiteboard - Sleaford Athletic FC has expressed thanks for being able to erect a whiteboard in the changing rooms. (They have agreed put right when the board is removed.)
Min ref 17.1. Pavilion Storage – The Barge Netball Team has expressed thanks for being able to store bibs and balls and netball posts in the external storeroom.
Min ref 18. Village Entrance Signs - Allen Signs have been advised their quote has been approved but the signs cannot be made or erected until April 2024.
Other Council Business:
Advertising – NK Planning Enforcement have spoken to the manager of a new barber’s shop re the unauthorised posters on the pillars. The posters were unlikely to gain planning permission and have been voluntarily removed by the business owner.
Allotments – One is one outstanding payment for 2023-2024. There are two people on the waiting list.
Anti-social behaviour, vandalism, verbal abuse and graffiti – Obscene graffiti on the electric station near the Scout Hut has been reported to Western Power for removal.
Barbers’ shop advertising posters - Following investigation by NKDC Planning Enforcement, the signs with no planning consent have been removed by the business owner.
Beck Close play area -gravel boards - The wood for the gravel boards arrived on 3/10/23 and will be installed by the Council.
Broadband – Quickline has been approached regarding the feasible of point-to-point satellite communication as a method to improve the broadband to the office.
Community garden –
- Funding from Quickline for the community garden was received on 27 October 2023. Quickline hope to make a presentation on 16th of November after 11:30 AM or the 23rd of November in the afternoon.
- Both NKDC and Lincs Co-op have been approached regarding a possible pedestrian entrance gate from Pinfold Lane as discussed at the site visit on 11 October 2023.
- The gate from the Co-op carpark is now locked at 4pm (apart from on Sundays when no one is in work).
Changing Rooms – Loose tiles in one of the showers are being reapplied by RPC caretaker. The water to the showers runs cold. The boiler was turned off some time ago. An engineer will be servicing the boilers and checking the shower.
Church Clock – Council has arranged and paid for the servicing, oiling and maintenance of the parish church clock at a cost of £120.00.
Co-option – One application pack has been sent out since the last meeting. No application forms have been received. A call for councillors has been shared on social media.
Edge Software – Issues with the Edge software continue, and they are investigating a recent security incident.
Emergency Plan – Cllr Ditch has met with the village hall committee and will be meeting with the Methodist Church in the new year as venues for use in an emergency. Cllr Ditch’s report has been circulated. 1 tonne of sand was delivered to the office yard on 3/11/2023. 300 sandbags have been delivered.
Electric Charging Point – Imp Electrical were advised that their quote had been approved at the meeting held on 10/11/2023. They cannot fit the charger until the meter boxes have been relocated. It is planned that the meters stay in the accessible washroom.
Garden of Remembrance – This is being prepared for Remembrance Sunday (weeding etc)
Horseshoe Hollow – The grass was cut by Hill Holt Wood on 19 October 2023. The cuttings to be baled by a local farmer when the grass is dry enough.
MUGA – The pressure washing and moss treatment of the MUGA took place on 10 November 2023 by the contractor as part of the five-year maintenance plan. (This was its second clen and treatment.)
Litter picking Grant 2023-2024 – £1,254.12 has been awarded from NKDC.
Parish Office Renovation and Conversion –
- Roof – A roofing contractor has been contacted to check two areas of roof at the rear of the office. (Quote circulated.) (Agenda item).
- Kitchen – A quote from Turnbull’s has been obtained. (Agenda item)
- A revised quote for the smoke alarms, shaft and pivot window has been queried. (Agenda item). A schedule /timeline of works has been requested on several occasions.
Parkfield play area – The work is still outstanding. Wicksteed have been contacted again. It has been made clear to Wicksteed that Council will not pay for the work as the equipment remains under warranty.
Remembrance Sunday (12 November 2023) – The advance notice road closure signs are in place and the bugler has been organised. The poppy wreath is in the office. Cllr Tomlinson will be collecting and returning the road closure barriers from and to the office yard. A thank you to the caretakers for the presentation of the garden has been received and passed on.
Scout Hut – The Hut was damaged in the flooding and not fit for use. Council has offered the pavilion to the Scouts for use on Monday evenings until the Scout Hut is available for use again. The Scouts are aware that the pavilion toilets are used by a netball team. The netball team is happy to share the pavilion. The Scouts visited the pavilion on 3/11/23 for an orientation and to complete a risk assessment.
Solar Panels – Imp Electrical visited the office on 31 October 2023 to quote for solar panels for the parish office. Newman Moore are also obtaining quotes. (Agenda item.)
Staff matters -The Clerk and RFO are attending the Clerk’s networking day on 22 November 2023 at Cranwell Village Hall.
The Environment Caretaker is attending the Emergency Plan training in Lincoln on 22 November 2023.
The Clerk was on leave w/c 6/11/23.
Staff pay for 2023-2024 – The Local Government Services Pay Agreement for 1 April 2023- 31 March 2024 has been agreed – a flat rate of £1,925 for all spinal points below 43. This equates to an extra £1.00 per hour for all Ruskington PC staff. (No RPC staff are paid at or over SCP 43).
Storm Babet/Flooding – The storm hit Ruskington and most of the midlands on Friday 20 October, causing flooding in the village. RPC members and staff were joined by the community to distribute sandbags, check on residents and provide shelter and refreshments. The Co-op and Thai Street Café provided refreshments and the Church offered the Winchelsea Shelter as a refuge. A meeting of councillors and staff involved in the response was held on Tuesday 31 October at 1pm at the Methodust Church. (Agenda item)
Training – The RFO attended online finance training with Edge on 27th October 2023.
Tubs beside the Beck – RPC has planted the tubs beside the Beck and the planters at the village entrance with winter pansies. Thank you to Ruskington Garden Centre for the reduced cost of the plants.
Village Entrance Signs – Allen Signs have been informed their quote was approved at the meeting held on 10/10/23 and advised that the signs will be ordered in April 2024. The location of the signs to be agreed so the request for permission paperwork can be returned to LCC for approval.
Village Hall / Parkfield carpark - Aurora Security have advised of an incident on 31/10/2023 at approx. 5.30am. Aurora were asked to inform the police so the matter can be investigated. The village committee has been informed and they informed Little Rascals. The incident number is: 332/02/11/2023
Appendix C:
Minutes of a meeting of Ruskington Parish Council to consider its response to the flooding on 20 October 2023 during Storm Babet held on 31 October 2023 at 1pm at The Methodist Church, Chapel Street, Ruskington.
Present: Cllr Ditch, Cllr Conway, Cllr Cox, Cllr Trolley, Cllr Tomlinson, Andrew Doughty (Environment Caretaker), Steve Collet (Caretaker for RPC Buildings), Kirsty Sinclair (Deputy Clerk and RFO), Kathryn Locke (Clerk to Council) - Minute Taker
- Welcome and opening comments – Cllr Ditch Chairman of Council
Cllr Ditch opened the meeting at 1pm, welcomed everyone and thanked them for attending the meeting during their lunch break.
- Apologies
Valid apologies had been received from Cllr Cotter, Cllr Bain and Cllr Jennings.
- Situation (Please see attached.)
Information and a timeline of events had been circulated prior to the meeting and were available at the meeting.
Cllr Ditch gave a brief overview of the events on 20 October 2023 and attendees had the opportunity to ask questions. This overview with comments was worked through during the meeting and the questions were answered.
It was agreed that flooding to this extend had never been seen before in Ruskington, and the flooding had not been limited to the village.
- Immediate actions
- The police had been informed of flooding and the need to close roads due to flood water. Due to operational commitments due to other areas of flooding they were unable to respond at the time.
- The flooding was reported to the LCC flood line and via Fix my Street - in accordance with the flooding guidance for Lincolnshire.
- Water levels in Beck had been monitored since 7.14am.
- Sandbags had been delivered to properties on Westcliffe Road where a land drain had been overwhelmed. Following the imminent flood warning, sandbags were distributed to Manor Street and High Street South (areas known to flood.)
- Sandbags were initially limited to 3 per household with more supplied later as required.
- Councillors arrived to help the staff.
- Subsequent actions
These included:
- Regular information bulletins were sent out advising residents of safety procedures and helpline numbers
- Ordering further sand and distributing sandbags
- Checking on individuals where people known to be vulnerable or alone lived
- Overseeing road closures (by the RPC councilor trained to undertake this activity)
- Directing volunteers
- Later in the day refreshments were organised and served by RPC councillors and staff from the Winchelsea Centre.
- 1,600 sandbags were distributed.
- A comprehensive post-event Facebook message was distributed by RPC providing a detailed account of the event.
- What went well
It was noted that the councillors and staff present on the day had done a “fantastic job” and that the response from the public who turned up to help had been excellent.
- What went not so well
- Lack of response from the emergency services and LCC.
- It was not so easy to keep track of sandbags and their distribution once the public arrived.
- No WhatsApp to councillors was sent out – not all councillors were aware of the flooding
- What could be improved
- The Emergency Plan to be updated and shared with councillors, volunteers and venue key holders.
- All Councillors to be added to the RPC Emergency WhatsApp group with codes for building padlocks to be shared.
- A second sandbag filler to be considered for fast and efficient filling of sandbags
- Use of an emergency plan WhatsApp to improve communication on the day
- Delegated roles for volunteers/ staff present at an event
- Keeping a log of events / requests for sandbags etc., as found in the emergency plan template. (Although this had commenced it had been hard to maintain once volunteers arrived.)
- Use of a whiteboard to record / share information
- Consult with LCC regarding future prevention of flooding
- Encourage residents to become flood resilient
- Lessons learned
- It was considered that nothing else could have been done any differently on the day than it had been by RPC, its members and staff.
- Need to update the Emergency Plan
- Need for all councillors to be contacted via WhatsApp
- Dedicated roles – for example someone to answer the phone and keep a log of phone calls. Requests for sandbags and help
- Development of the Community Emergency Plan
- Update the Emergency Plan template
- Recruit volunteers and key holders for venues
- Training in emergency planning and emergency situations
The meeting closed at 2.25pm.
Appendix A: Flooding Timeline by Andrew Doughty (Environment Caretaker)
Flood Event - Ruskington, Lincolnshire – 20th October 2023
Andrew Doughty – Caretaker for Environment and Grounds, Ruskington Parish Council
Storm Babet arrived in the later hours of Thursday 19th October delivering persistent rain throughout the night and through the entire day of the 20th. There were flood events across the village, this is my account of the day.
I received the flood alert for the lower Witham and its tributaries at 0714.
I arrived at work at 0750.
I measured the depth of the Beck at 0830 at 60 cm.
2nd measurement taken at 0938 at 67 cm.
My colleague and I began filling some sandbags which were delivered to a business on Westcliffe Road where their drain had become overwhelmed.
3rd measurement taken at 1130 at 82 cm. Received imminent flood warning, sandbags distributed to properties at high risk along High Street South and Manor Street.
4th (final) measurement taken at 1330 at 100 cm. Water level now reached footbridge, water pushing up through kerb drains.
Sandbags delivered to more properties along High Street South.
Field drain overwhelmed at Leasingham Lane, property flooding, sandbags delivered and positioned at all doors.
Approximately 1400 Beck breaches at road culvert on Manor Street. Properties flooded, road impassible for ordinary traffic, Road closure carried out.
Volunteers arrive to help fill and distribute sandbags.
Approximately 1420 Beck breaches at Jubilee Street bridge. High Street South in full flood, Jubilee Street and Silver Street flood.
Unknown times:
Chestnut Street bridge breached, High Street North floods, Chestnut Street floods, Chapel Street floods.
All affected roads are closed to traffic.
Approximately 1630 Whitehouse Road flooding properties, field drain.
Approximately 1700 Winchelsea Road flooding properties, field drain
Pilgrim factory flooding, field drain.
We continue to fill and distribute sandbags to all affected areas until approximately 2000 when we exhausted all supplies of sand. We used approximately 20 tons.
Although not measurable, the flood water on High Street North (where we were operating from) appeared to stabilise.
Visit from Lincolnshire Fire and Rescue representative, who took information about the incident.
I left site at around 2030.
Saturday 21st October 2023
I arrived on site at 0615, water level had dropped considerably.
High street North passable – road closure removed.
Chapel Street and Chestnut Street also reopened.
Cleaning work began.
Approximately 0900 Manor Street reopened.
Approximately 1000 High Street South reopened.
Sunday 22nd October 2023
I arrived on site at 0900, water level receded further.
Removed cones from where standing water was previously present on High Street North.
Monday 23rd October 2023
I arrived on site at 0800.
Removal of debris from the beck along High Street and Manor Street.
Collection of some sandbags.
I visited several properties and spoke to the residents about the flooding and saw the damage caused.