Minutes of an ordinary meeting of Ruskington Parish Council held on Tuesday 14th January 2025 at the Winchelsea Centre, 11 High Street North, Ruskington, NG34 9DY at 7pm.

10 members of the public in attendance.

The Chairman opened the meeting at 7.00pm.

The Chairman invited members of the public to be included in discussions and present questions regarding flooding under item 3.

1. Apologies for absence.

None received.

2. Declarations of interest and to consider applications for dispensations in relation to DPIs.

Cllr Cotter declared an interest in item 6.1.

Council's own planning application is included for information under item 13c.

3. To receive a report, if available, regarding the flooding to parts of Manor Street and High Street South on 6th January 2025, and actions taken by the Parish Council.

A report was handed out to members of the public present and shown on the projector (see Appendix B).

The Chairman explained the report in detail and actions taken by the Parish Council on the day of the flood. They also explained that work would be carried out on an emergency plan, which is a community-based plan, with information on resources and volunteers who can be called upon during an emergency such as flooding.

Members of the public were then asked to voice their questions and concerns. The members of the public had been affected by flooding were understandably upset and requested more communication. It was explained that, as the Parish Council, we have limited resources and powers to respond to flooding events and that LCC and the Environment Agency were the first points of contact for flooding events. Residents stated that they have shared evidence to the named agencies but have not received a response.

Cllr R Wright explained actions he had taken on the 6th January including feeding information back from the Parish Council to the Resilience Team at NKDC. He also confirmed that it is the Environment Agency’s remit, and that the prerelease of the section 19 report was imminent.

Some of the residents in attendance gave their details to be added as a volunteer to the emergency plan.

Three members of the public left at 8.03pm.

4.  To receive reports from the District and County Councillors.

County news

Cllr Wright advised that:

• They continue to move towards the combined authority status and not sure how this will affect upcoming elections.

District News

Cllr Waldeck advised that:

• Sleaford marketplace has been completed and is now open.
• NKDC has been allocated a seat on the combined county authority board.  
• The leadership transition is underway with the new Chief Executive starting on 3rd February.
• NKDC are donating 50 commemorative trees to local groups and local councils are eligible to apply.
• A motion has been passed to write to the secretary of state regarding solar farms on farmland. The request is to consider all other land options available before farmland.

District and County Cllrs left the meeting at 8.23pm.

5. To approve the notes of the meeting held on Tuesday 10 December as accurate Minutes.

Action: The Council RESOLVED to approve the notes as accurate minutes. Proposed by Cllr Bain, seconded by Cllr Conway and approved with five votes for and three abstentions (had not been present at the previous meeting).

6. Financial Matters.

Information had been circulated prior to the meeting.

   6.1. To approve the payments made and consider the invoices for payment received since the meeting held on 10 December 2024.

Action: The Council RESOLVED to approve the payments made and received since the last meeting. Proposed by Cllr Trolley, seconded by Cllr Bain and approved with seven votes for and one abstention.

   6.2. To consider /approve the bank reconciliations for December 2024.

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

   6.3. To receive a financial report from the RFO.

An update on the current financial position was given.

   6.4. To consider/approve the budget for the fiscal year 2025-2026 as recommended by the Finance Committee its meeting on 7th January.

Cllr Ditch gave Council an overview of what was discussed at the Finance Committee Meeting.

Action: The Council RESOLVED to approve the budget. Proposed by Cllr Trolley, seconded by Cllr Cotter and approved with seven votes for and one abstention.

   6.5. To receive/approve the precept for the fiscal year 2025-2026 as recommended by the Finance Committee following its meeting on 7th January.

Action: The Council RESOLVED to approve the precept request of £295,033 which is an increase of 5.29% or £8.17 per year on a band D property. Proposed by Cllr Ditch, seconded by Cllr Jennings and approved with seven votes for and one abstention.

   6.6. To receive information regarding the Section 106 Public Open Space (POS) contribution available for council to claim (within 10 years) following the development of housing on land East of Lincoln Road and North of Springfield Road (Flaxwell Fields).

Some land has been identified as a potential area. However, contact needs to be made with the landowner to see if this is available to buy and any other information required prior to making any plans.

1. To consider the recommendation of the Finance Committee to install a trim trail around the perimeter of the North and South playing fields a Parkfield as a project for the POS, for submitting to NKDC for review.

This item is to be deferred until more information is available regarding any potential land available.

7. To receive the Clerk’s report (for information only).

This had been circulated prior to the meeting. Cllr Tomlinson asked about the hot water in the changing rooms. This is to be investigated.

One member of the public left the meeting at 8.52pm.

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

One application had been received and the criteria for being co-opted has been completed. Candidate to be co-opted at the full council meeting in February.

9. To review/approve the co-option to Ruskington Parish Council policy and application form.

Action: It was RESOLVED to approve the policy and application form. Proposed by Cllr Ditch, seconded by Cllr Trolley and approved unanimously.

One member of the public left the meeting at 8.58pm.

10. To consider items for publishing in the final (Spring 2025) edition of the Signpost newsletter.

Items to be included, if space allows include: informing residents that this will be the final edition and that it is being replaced with the monthly e-Newsletter (hard copies of the information could be made available on request), information on Cllr Cotter and information on the different councils’ responsibilities.

11. To receive the Emergency Plan for Ruskington – Cllr Ditch.

The plan had already been explained under item 3. This plan is a community plan and is still being finalised and would be sent to the Lincolnshire Resilience Forum for review.

   11.1. To consider ways to recruit non-councillor volunteers to the emergency plan committee.

So residents in attendance left their contact details to be involved in the emergency plan. Adverts to be circulated on our media channels once the plan has been completed.

12. To receive/approve the brochure for the marketing of the office units as compiled by Mundy’s Letting Agency.

Action: The Council RESOLVED to approve the brochure. Proposed by Cllr Cox, seconded by Cllr Conway and approved unanimously.

13. To receive new planning applications, or to ratify the comments of the Estate Management and Planning Committee, regarding planning applications, received from NKDC since the last meeting. 

   a. Planning Application Reference: 24/1369/FUL 

Proposal: Erection of 8 starter units 

Location:   Land Adjacent to Industrial Estate Fen Road Ruskington Sleaford  

No objections to this application were raised.

   b. Planning Application Reference: 24/1364/HOUS 

Proposal: Installation of an Air Source Heat Pump 

Location:   6 Cornwall Way Ruskington Sleaford Lincolnshire NG34 9HW 

No objections to this planning application were made.

   c. Planning Application Reference: 24/1453/FUL 

Proposal:  Change of use to multi-purpose pavilion to include cafe (class E) with internal  

alterations and extension to existing pavilion and extend car parking with access from  

Northfield Road 

Location:   The Pavilion Parkfield Road Ruskington Sleaford Lincolnshire 

This application was submitted by Ruskington Parish Council.

  13.1. To receive notice of planning applications approved by NKDC. 

   a. Application Reference: 24/0179/HOUS 

Proposal: Demolish and rebuild flat roof extension, convert utility buildings to domestic use,  

replace porch with garden room, internal works to main dwelling, erection of outdoor kitchen  

with store and shower room and installation of solar panels and battery storage. 

Location: 15 Holme Lane Ruskington. 

This is included for information only.

14. To consider a response to a consultation for the proposed Springwell Solar Farm for land close to 2025 Scopwick, Kirkby Green, Ashby de la Launde and Blankney. Deadline for responses – 17/2/2025 (Information circulated prior to the meeting). 

Ruskington Parish Council does not have any comments at this time.

15. To consider a councillor led, monthly, community litter pick as proposed by the Admin Assistant. (Information circulated prior to the meeting). 

Action: The Council RESOLVED to organise a monthly litter pick within Ruskington every 3rd Saturday, with one councillor taking the lead each month. Proposed by Cllr Bain, seconded by Cllr Cotter and approved unanimously.

16. Correspondence - for information only. (Circulated to Councillors prior to the meeting). 

   a. LALC (via email) - Fortnightly e-newsletter 

   b. One You (by email on 9/12/2024) – Information on stopping smoking (shared on Council’s social media) 

   c. NKDC (by email on 13/12/2024) – Precept calculator and guidance for 2025-2026. (Agenda item above).  

   d. NKDC (by email on 19/12/2024) – Section 106 contribution from the Flaxwell Fields housing development (agenda item above).  

   e. National Lottery (by email on 19/12/2024) – Update on the funding bin for the lychgate renovation.  

   f. Resident (by email on 21/12/2024) – D of E volunteering opportunities.  

   g. Resident (by email on 22/12/2024) – Thank you for the email newsletter and a thank you to the Council for everything it does for the village. 

   h. LALC (by email on 28/12/2024) – LALC subscription and training fees for FY 2025-2026. 

   i.  Resident (by email on 31/12/2024) – Tree survey for Horseshoe Hollow and pre-planning advice. (Tree survey issued for Horseshoe Hollow. Signposted to the duty planning officer at NKDC and to an architect of their choice for planning advice.) 

   j. Resident (by email on 6/1/2025) - Freedom of information request regarding a proposed biomass plant for Anwick and meetings with a named Councillor.  (Response sent on 6/1/2025 to advise that Council does not hold the information requested as it is an LCC matter, and the Councillor was not a Ruskington Parish Councillor.) 

   K. Springwell Energy Farms Ltd (by post on 7/1/2025) – Consultation on a proposed solar farm for land close to Scopwick, Asby de la Launde, Kirkby Green and Blankney. (Agenda item above). 

Resident (by email on 7/1/2025) – Videos of the flooding on Manor Street on 6/1/2025. (Clerk advised that the video and accompanying questions be sent directly to the LCC Flood Team and the Environment Agency. Contacted details provided.) 

   l.  BHSF - Council’s Occupational Health Provider (by email on 7/1/2025) - Changes to the referral system. 

   m. LALC (by email on 7/1/2025) – Request for information on Armed Forces and Veterans’ Breakfast Clubs in Lincolnshire. (The Clerk contacted the Ruskington Veteran’s group who provided their details for sharing. Information sent to Paul Drury (Armed Forces Community Covenant Officer) on 8/1/2025 as requested by LALC.) 

   n. Springwell Energy Farms Ltd (by email on 8/1/2025) – Further information regarding the proposed solar farm.   

   o. LCC (via email on 8/1/2024) - Lincolnshire County Council’s Executive 2025-26 budget proposals.  

   p. Building Contractor (by email on 8/1/2025) – Speculative email re contracting for the pavilion renovation. 

17. To receive Members’ Reports – for information only. (Any items raised for decision will appear on the agenda for the next meeting.) 

Cllr Cox – requested an update on the dog fouling posters and the village sign update.

Cllr Tomlinson – informed council that a tap in the ladies’ toilets within the pavilion was leaking.

18. To resolve whether to exclude the public and press, in accordance with the Public Bodies (Admissions to Meetings) Act 1960, to discuss the following contractual and staffing matters below. 

Action: The Council RESOLVED to exclude the public and press to discuss the agenda items below. Proposed by Cllr Ditch, seconded by Cllr Bain and approved unanimously.

Three members of the public left the meeting.

The Chairman closed the meeting at 9.25pm. The meeting reconvened at 9.26pm.

19. To review and approve the Confirmation of Sole Agency Agreement with Mundy’s Letting Agency. (This can be signed by the Clerk on behalf of the Council) - Cllr Trolley.  

Action: The Council RESOLVED to sign the Confirmation of Sole Agency Agreement. Proposed by Cllr Ditch, seconded by Cllr Bain and approved unanimously.

The meeting was closed at 9.33pm.

Meeting date: 14 January 2025

Author: Kathryn Locke – Clerk to Council

Purpose of report: To provide an update report from the Clerk on business conducted since the meeting held on 10 December 2024.

Min ref 10: The Finance Committee met on 7/1/2024 to finalise the budget and precept for FY 2025-2026 considering the financial resolutions approved by Council on 10/12/2024.

Min ref 11: The self-closing gate for Parkfield play area is being ordered for fitting by the Building’s Caretaker, as finances allow. It will not be possible to install the gate until the weather is warmer (to allow the cement to dry). The existing gate will be removed to prevent entrapment or injury.

Min ref 12: The replacement of the hedge in the Garden of Remembrance has been included in the budget setting for FY 2025-2026.

Min ref 13: The expenditure for the external three yearly inspection of Council owned and maintained trees has been included in the budget for FY 2025-2026.

Min ref 14: Council had previously agreed to relocate the parish council noticeboard to the parish office as the wooden noticeboard was rotten and the Church had asked for this to be replaced with one to match their proposed new noticeboard. On receipt of information, the proposed noticeboard was too small for displaying Council information. The PCC advised on 16/12/2024 that the purchase of their new noticeboard was “on hold” until at least spring 2025. The current cost of the noticeboard as prescribed by the PCC is currently £919.00 - £999.00 (including legs) but excluding VAT. At the Finance Meeting on 7/1/2024, the expenditure of £442.72 was included in the budget setting for FY 2025-2026. (In the 2024-2025 £2,500 pounds had been budgeted for an electronic noticeboard for a parish office window).

Min ref 16: The Estate Management and Planning Committee had previously agreed to recommend to Council that the community café be leased to a business, organisation, or individual. Cllr Ditch is doing some research into this matter.

Min ref 17: The new terms for the lease agreement for the Church Street public toilets is still awaited.

Min ref 18: Fresh Start Cleaning conducted a post-renovation clean of the rear of the parish office, including the communal kitchen and toilet, and the parish office committee room on 16/12/2024. They have been advised that the weekly cleans will commence once the offices are leased.

Min ref 19: Council’s response in support of NKDC’s draft Active Travel Strategy 2025-2026 was emailed to NKDC on 17/12/2024.

Min ref 21: The correspondent who had emailed regarding the Christmas tree on Sleaford Rd was advised on 16/12/2024 that, in recognition of the lights being donated by the late Mr Carr, the bereaved families of Mr Carr and his late partner could hang memorial items on the tree, if they wished to do so, and that a memorial tree would be considered in detail at a later date for Christmas 2025. A few blue and red ribbons that were hung on the tree were removed when the tree was removed on 8/1/2025. The Admin Assistant contacted the correspondent on 8/1/2025 to advise that the ribbons were available for collection in the parish office, if required.  

Min ref 23: Ideas for inclusion in the spring 2025 is an agenda item for the meeting on 14 January 2025. This will be the final edition of the paper newsletter. (Positive feedback has been received for the e-newsletter).  

Min ref 27: The Clerk emailed the contractor on 17/12/2024 requesting a handover of the property, a building control inspection, a final report and invoice, and for the unacceptable fitting and wiring of the “Lincat” to be put right by 20/12/2024. The contractor advised they were unable to attend until 2025. A meeting date has yet to be confirmed.

                                                  Other Council Business:

Allotments – Both caretakers spent 5 days and filled 2 skips to safely clear and rotovate 4 allotments. Items removed included a greenhouse, shed, chicken coop, old carpets, old tools, weed killer and weed killing apparatus.

Audit – LALC have been requested to allocate an auditor to conduct the mid-year internal audit for FY 2024-2025.

Cemetery – The Environment Caretaker will commence removal of the laurel bushes in January 2025.

• Christmas wreaths will be removed from the cemetery from 31 January 2025, earlier if they have decayed.

Christmas Trees – Commencing on 7/1/2025, the Christmas trees were taken down and chipped by the Council’s Caretakers, and the tree lights stored after the removal of batteries. It had been noted that the lights were not shining very brightly, especially those on the tree beside Sleaford Rd – especially as these lights are in competition with festive lights displayed by neighbouring properties.

Co-option – An application for co-option was received on 16/12/2024. The candidate met with the Chairman and Clerk on 20/12/2024 and has been invited to observe the ordinary meeting on 14 January 2024. (Co-option to take place at the meeting on 11 February 2025). The candidate also observed the Finance Committee meeting on 7/1/2025.

Changing rooms – The hot water tanks are being switched on and off to ensure the men’s teams have hot water for showers on the weekends they are using the changing rooms. It does not appear that the showers are being used.

• Two further quotes are being obtained for a new hot water tank and heating the water using the solar panels. (Future agenda item for the Estate management Committee or Council).
• The changing rooms are being left cluttered and unclean again, with equipment, white line marking equipment left about and non-Council charging leads (not PAT tested) being left plugged into sockets. The football team has been written to about this as it contravenes their hire agreement. The men’s team have not yet paid any contribution towards their fees for the 2024-2025 season. Therefore, they have been advised that unless they pay by 17/1/2025 the code will be changed on the padlock.

Electric bills – The RFO is investigating these. The electric meter is being inspected / replaced by Positive Energy on 16/1/2025.

Electricity supply for the Garden of Remembrance - The Admin Assistant had conducted research into this and the cost could be over £2,000.

Flooding on 6/1/2025 – Flooding on Manor Street, High Street South and the grounds of a property on Fen Road occurred following rainfall. RPC provided/ delivered sand and sand bags to those at high or imminent risk of flooding, including the Scout Hut, and encouraged residents to contact LCC Floodline via phone or Fix my Street. Manor Street and High Street South were closed to traffic until the flood water had receded. D/Cllr Wright had liaised with the Parish Office and kept the Resilience Team at NKDC informed of events, even though he was out of the county. Residents who called into the office were also provided with EA information on what to do before/during and after a flood and details of resources to help prevent flood water ingress into their property for future reference.  LCC delivered sandbags to High Street South, but these arrived after the flood water had receded.  At the request of LCC, residents were advised to inform LCC if their properties had been flooded. This request was shared on Council’s communication channels.  

Lychgate Funding – The National Lottery Heritage Fund had requested that a contingency figure be included in the funding bid. They were advised of a contingency of 10% (£1,139.60). On 7/1/2024 they confirmed that this had been rounded to £1,140, and the total grant request now stands at £12,536.

Microsoft Licences – These were renewed on 17/12/2024 by SCIS Ltd. The number of Councillor licences to be reduced from 13 to 8. (Additional licences can be arranged at any time). SCIS Ltd advised that they spoke to their UK distributor regarding reduced licence fees for local government organisations. They do not offer this in the UK.  SCIS suggest contacting Microsoft directly.

MUGA – This will be moss treated, cleaned and the lines re-painted in May/June 2025. This will be the final clean and moss treatment as agreed with the contractor.

Parkfield playing fields - 3-5 quotes for grass cutting, turf management, and machinery bundles are being obtained. A representative from a machinery firm is meeting the Clerk and Environment Caretaker on site on 20 January 2025 at 10am to discuss the requirements for a turf management machinery bundle. They advised that the Football Foundation may advise a specific type of machinery be used and suggest that it may be more cost-effective to purchase a tractor and mower and hire the lesser used equipment. (Agenda item for the Recreation and Environment Committee – next meeting 4/2/2025).

Parkfield fence – NKDC are making a site visit on 17/1/2025 to Parkfield car park and meeting the Environment Caretaker and RFO or Clerk to discuss the chain link fence around a residential property. Both the fence and the property are owned by NKDC. The self-set trees growing along the fence had previously been cut back by the Caretaker, but these have grown back and cannot be cut back further until NKDC cut through or remove their fence.

Parish Office - Spalding Air Conditioning Ltd conducted the annual service of the two air conditioning units in the parish office on 7/1/2025.

• The Building’s Caretaker is undertaking tasks identified during snagging, has treated the damp patches throughout the property and painted over these areas, has re-installed the door code padlock between the kitchen and waiting room/ reception area so the waiting area cannot be accessed from the kitchen without the code.  

Parish Office: Leasing the office units – Mundy’s are preparing for the lease of the office units and have issued a draft brochure and a “Confirmation of sole agency agreement” for review and signing. Mundy’s have confirmed that the Clerk can sign the agency agreement. (Agenda item.)

PKF Littlejohn (external auditors) were advised of the updated email address for the Parish Clerk on 16/12/2024.

Public Open Space Contribution – The Clerk emailed the Compliance Officer at NKDC on 19/12/2024 to ask for information on this contribution. The information was received and circulated on 19/12/2024 and discussed by the Finance Committee at its meeting on 7/1/2025. (Agenda item.)

Parish Office Water Meter - Anglian Water replaced the water meter on 12/12/2024 as the previous meter had stopped working.  The old meter serial number was 14M004027+ and the final meter reading was 1006.

Pavilion–

• At the request of the architect, the depth of the insulation in the pavilion roof was measured (10-15cm deep in areas where it was present). The architect suggests laying a further 250mm on top of this, to bring the ceiling up to current new build regulations.
• Planning application – the architect has advised that NK Planning has raised questions which the architect has responded to. Notice of the planning application was received on 7/1/2025. (Planning application reference no: 24/1453/FUL). (Agenda item).

Public Toilets – The cleaning of the public toilets by contractor is going well. The contract ends in May 2025 and will require review prior to this.

• The terms of the new lease have not yet been received from NKDC.

Staff Matters - The Admin Assistant has a larger (27” screen), purchased following annual DSE assessment.

Storm Darragh - During this storm on Saturday 7 December 2024, a tree beside the Beck on High Street South, belonging to LCC, fell onto the road. The Admin Assistant reported this to the Police on 101 and to LCC Highways via Fix my Street. The Environment Caretaker cut back the branches overhanging the road to ensure safe passage of vehicles and pedestrians. On Monday 9/12/2024, Parish Council Caretakers chopped the tree into pieces, brought the logs and cuttings back to the parish office and then the Environment Caretaker chipped the remains of the tree.

Virgin Media – The donation towards the Christmas trees is awaited.

Dates for upcoming meetings –

• Tuesday 4 February 2025 at 6.30pm at the Parish Office - Recreation and Environment Committee.
• Tuesday 11 February 2025 at 7pm at the Winchelsea Centre – Council meeting.