Ruskington Parish Council

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

Also present: County and District Cllr R Wright and 3 members of the public.

At 7pm the Chairman welcomed the Members, Cllr Wright, and members of the public and invited questions and comments.  A member of the public reported that he had been liaising with the Clerk and Cllr Wright about the need for street lighting between 72 Lincoln Road and the entrance to the Flaxwell Fields housing estate. The resident asked when the bus stops that were a condition of the planning permission for this development would be installed for use, and asked, if when an operator for the new Saturday bus service to Lincoln was agreed, if the service would be publicised? Cllr Wright was invited to respond and advised that street lighting was not part of the planning permission for the Flaxwell Fields development, but he had asked LCC to review the need for street lighting. The proposed new bus service was part of the transport service improvement plan and Section 106 funding had been allocated for this. Once an operator was known, the bus service would be publicised.  Other questions were raised and answered and the Clerk asked, on behalf of two residents, if the bus stop at the end of Horseshoe Close would be reinstated. Cllr Wright advised that with bus stops at the junction to Manor Street and the proposed bus stops at the entrances to Flaxwell Fields, the bus stops would not be reinstated. 

During the discussion above, Cllr Tomlinson arrived at the meeting at 7.03pm.

The Chairman then invited Cllr Wright to give an overview regarding the two changes occurring within local government in Lincolnshire: the devolution into a Mayoral Combined County Authority following an election on 1 May 2025, and the Local Government Reorganisation which had been requested by the government. The Mayoral Combined County Authority, made up of Lincolnshire, North Lincolnshire and North East Lincolnshire County Councils and seven district councils, was already underway and would bring £2.2 million of funding into the district for the development of the Sleaford Moor Enterprise park and to support local businesses. Future funding would be available for spatial planning, transport infrastructure, and improving the skills procession to ensure that Lincolnshire trained and retained skilled workers and jobs could be kept local. The elected Mayor would “sit in” with the main authorities and district councils would vote to provide a local voice.

The reorganisation of local government to remove the two current tiers of district and county councils and create one unitary council for Lincolnshire was under discussion. Councils had until 21 March 2025 to submit plans to Central Government to outline how the number of councils could be reduced and had until 28 November 2028 to submit their final business plans.  It was important that adult, children’s and other services continued to be supported and that the ratio of councillors per head of population remained feasible to enable support and democracy. Central Government had advised that each new council area should contain a minimum of 500,000 people, but finances for provision of services was considered to be more important. Discussion was underway to determine if and how the county could be divided to prevent a unitary council taking on too much.  A public consultation would be held to gather public views. Cllr Wright answered questions and advised that at Ruskington level, services would continue as before, but there could be a future loss of non-statutory services such as leisure centres. A new Planning Infrastructure Bill was being finalised by Government. This would see the number of planning committees reduced, stipulate that councillors who sit on planning committees had the required qualifications to make decisions, and that if the proposed number of new dwellings fell below a predetermined threshold, then planning permission may not be required. Cllr Wright advised that areas that already had a mayor would continue to have a mayor as this was a civic role. Current plans for transport would remain unaffected but any new works, such as changes to routes, would be referred to the elected Mayor for consideration.

The Chairman thanked Cllr Wright.

1. Apologies for absence.

Cllrs Cox, Bain, and Jennings were unable to attend the meeting and had sent valid apologies.

Action: The Council RESOLVED to accept the apologies of Cllrs Cox, Bain and Jennings. Proposed by Cllr Trolley, seconded by Cllr Hislop and approved unanimously.

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

No declarations were made at this time.

3. To approve the notes of the meeting of the Parish Council held on 11 February 2025 as accurate Minutes.

Action: The Council RESOLVED to approve the notes as accurate Minutes. Proposed by Cllr Trolley, seconded by Cllr Hislop and approved unanimously.

The Chairman signed the Minutes.

4. Financial Matters.

Information had been circulated prior to the meeting.

   4.1. To approve the payments made and consider the invoices for payment received since the meeting held on 11 February 2025.

Financial reports had been circulated prior to the meeting. (Please see Appendix A.)

Action: The Council RESOLVED to approve the payments made and received. Proposed by Cllr Trolley, seconded by Cllr Cotter and approved unanimously.

   4.2. To consider /approve the bank reconciliations for February 2025.

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

   4.3. To receive a financial report from the RFO, including an update on the review of the electric bills and possibility of changing the electricity supplier.

This had been circulated prior to the meeting and the information was discussed. The Clerk advised of the ongoing issues with the current electricity provider, and the RFO’s recommendation to change the provider.

Action: The Council RESOLVED to end the contract with the current utility provider (Pozitive Energy) and move to a different provider. Proposed by Cllr Conway, seconded by Cllr Trolley and approved unanimously.

   4.4. To consider membership to the National Allotment Society at a cost of £70.00 for the year, to receive legal advice and template documents regarding allotment legislation, policies, lease agreements and the management of statutory allotments.

Action: The Council RESOLVED to join the National Allotment Society at a cost of £70.00 per annum. Proposed by Cllr Tomlinson, seconded by Cllr Cotter and approved unanimously.       .

  4.5. To receive an update on the internal audit.

The Clerk advised that the internal audit was being conducted on Thursday 13 March 2025 by an auditor allocated by LALC. The audit would review not only financial practices and accounting, but agendas and minutes, policies, governance, contracts, and the website among other items.

   4.6.  To consider desk top valuations of the parish office and its out-buildings, the pavilion and changing rooms for insurance purposes.

This had been a recommendation of the insurance company to ensure the insurance cover was adequate. The Clerk advised that there was no record of previous valuations having been undertaken.  The cost for each desk top survey was £150.00 per property (parish office and outbuildings, pavilion and changing rooms). It was thought that any such property valuations could be carried out ‘in-house’ as part of RPC Property Register Reviews thus avoiding a potential cost of circa £600.00

Action: The Council RESOLVED not to engage our insurance providers to undertake a valuation of the parish council properties. Proposed by Cllr Trolley, seconded by Cllr Tomlinson and approved unanimously.

5. To receive the Clerk’s report (for information only). Please see Appendix B.

This had been circulated prior to the meeting. No questions were raised. It was requested that the Clerk formally thank Cllr Bain and the team for undertaking the first community litter pick.

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

No applications of expressions of interest had been received.

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

Cllr Wright reported the following in addition to the information provided in the public session above.

County Council

• The installation of bus stops for Lincoln Road was being expedited.
• Reports of blocked drains on Chestnut Street were being investigated with Highways. Cllr Wright recognised that the Fix My Street system often stated an issue was “closed” when a further action was being arranged.  
• Council tax would be increased but not by the maximum allowed.

District Council

• The Rural Services Grant had been removed from rural areas to urban areas by government.

Cllr Wright answered questions on devolution and planning permission for solar panels and agreed to investigate a drain on Chapel Street that had been blocked for some time.

The Chairman thanked Cllr Wright and Cllr Wright left the meeting at 8.02pm.

8. To review / adopt the revised Terms of Reference for the Estate Management and Planning Committee as recommended by the Committee. 

This had been circulated prior to the meeting showing the amendments agreed by the Committee.

Action: The Council RESOLVED to adopt the Terms of Reference for the Estate Management and Planning Committee. Proposed by Cllr Trolley, seconded by Cllr Cotter and approved unanimously.

9. To consider/ approve the appointment of Cllr Hislop to the Estate Management and Planning Committee.

Action: The Council RESOLVED to appoint Cllr Hislop to the Estate Management and Planning Committee. Proposed by Cllr Trolley, seconded by Cllr Conway and approved unanimously.

10. To receive an update on the planning application for Parkfield pavilion and the proposed overflow car parking– Cllr Trolley.

A detailed update had been circulated prior the meeting.

The planning application decision had been delayed due to questions raised by the ecologist concerning the proposed extension of the car parking (using Hexpave) to allow overflow carparking for events. Cllr Cotter and the Environment Caretaker were completing a Biodiversity Net Gain and Small Sites Metric Assessments to show how Council would replace and enhance the habitat to mitigate for any loss of grass and habitat.

   10.1. To receive an update on the biodiversity net gain information requested from the ecologist at NKDC Planning and consider the options available for improving biodiversity at Parkfield playing fields. – Cllr Cotter.

Cllr Cotter’s detailed Biodiversity Net Gain and Small Sites Metric assessments and recommendations had been circulated prior to the meeting, and this was discussed at length.

Action: The Council RESOLVED to modify the planning application for the overflow car parking area to encompass an area where the habitat could be enhanced. The Environment Caretaker to survey the trees and hedging and share the information with Cllr Cotter. Once the report was complete the Clerk to send all the information and the recommendation to the architect. Proposed by Cllr Cotter, seconded by Cllr Trolley and approved unanimously.

   10.2. To consider the draft public consultation questionnaire for the pavilion project and agree any additional questions. – Cllr Conway.

Cllr Conway had commenced a draft consultation document and schedule of work. The Clerk recommended that the consultation be thorough, not rushed, and should meet with strict funding criteria.  

Action: The pavilion working party to meet to agree the questions for the public consultation. The consultation would be made public once the outcome of the planning application was known.

A member of the public left the meeting at 8.30pm.

11. To consider the arrangements and agree any expenditure for the Annual Parish Meeting on 20 May 2025 at 6.30pm at the Methodist Church.

The Clerk had booked the Methodist Church for the evening but was waiting for confirmation that the Methodist Church would be available from 5pm with access allowed earlier in the day to check the PA system and compatibility with laptops. Expenditure for events had been approved in the budget setting for 2025-20206 and the Co-op would be approached for a donation towards the refreshments. Village groups and clubs to be invited to have an information table to raise awareness of what they offered. Cllr Hislop offered to ask Witham Archaeology if they would be happy to attend the meeting to discuss and display archaeological “finds” from the area.

   11.1. To consider items for the Annual Report and the receipt of articles from committee chairmen.

No articles had been received. The Chairman reminded the chairmen of committees to provide information and photographs from projects undertaken throughout the year by 25 March 2025.

The Council agreed to have a comfort break at this point in the meeting. The meeting closed at 8.35pm and reconvened at 8.40pm.

12. To consider planting an oak tree (awarded by NKDC as part of their 50th anniversary celebrations) in Horseshoe Hollow to comply with the eligibility criteria.

Action: The Council RESOLVED to approve the planting of an oak tree in Horseshoe Hollow by the Environment caretaker. Proposed by Cllr Trolley, seconded by Cllr Cotter and approved unanimously.

The Council considered and resolved to move agenda item 13 to the end of closed session as this involved a staff member. Proposed by Cllr Conway, seconded by Cllr Tomlinson and approved unanimously.

13. To consider the creation of a new area for the interment of ashes within Sleaford Road cemetery in an area previously approved by Council. (Central path behind the war memorial up to the original west border hedge.)

Action: The Council RESOLVED to approve this area for the creation of a new area for the interment of cremated remains. Proposed by Cllr Trolley, seconded by Cllr Conway and approved unanimously.

14. To consider how the commemoration of the 80th anniversary of Victory in Europe (VE-80) will be commemorated on 8 May 2025.

Action: The Clerk to ask the Church, Ruskington Veteran’s Group and the bell ringers if they had any plans to commemorate the event and to ask Rev’d Jenkins if he would like to organise a short service of commemoration.

   14.1. To consider expenditure for purchasing items to commemorate VE-80. (Information previously circulated).

Information had been circulated prior to the meeting.

Action: The Council RESOLVED to purchase 50 re-usable “Remembrance Tommy” lamp post signs for erecting along the High Street and Church Street at a total cost of £250.00. These signs could be used for other remembrance and commemorate events. Proposed by Cllr Conway, seconded by Cllr Tomlinson and approved unanimously.

15. To consider residents’ requests for street lighting on Lincoln Road (B1188) alongside the Flaxwell Fields housing development. (Requests to LCC Highways for street lighting have to be made via the parish council).

This had been discussed earlier in the public session and in agenda item 7 above.

16.  To consider installing drop-down seating or ‘lean-bars’ on both sides of the Priory Road railway bridge following a resident’s request for Council to install a bench on the railway bridge.

These would require consent from LCC Highways plus Highways and /or Network Rail would need to improve and strengthen the ground and fencing as currently these were not suitable for any form of seating.

Action: The Council agreed the idea in principle. The Clerk to write to LCC Highways on behalf of the resident to ask if drop down seating/ lean bars would be possible, and if the ground and fencing could be improved to enable this.

17. 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.

No new planning applications had been received from NKDC.

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

 Application reference: 25/0210/TPO

Description of works:  T1 - Ash - Reduce branches overhanging the boundary

fence (north/ northwestern side of the canopy) to the previous reduction points (Approx. 4m).

Location: 20 Grange Close, Ruskington, Sleaford, Lincolnshire, NG34 9FB

Action: The Council had no objections to this application of proposed works to trees subject to a tree preservation order.

   17.2. Notice of planning applications approved by NKDC since the last meeting.

   a. Application Reference: 24/1364/HOUS

Proposal: Installation of an Air Source Heat Pump

Location: 6 Cornwall Way Ruskington Sleaford (Approved)

   b. Application Reference: 24/0588/OUT

Proposal: Outline application for the erection of one dwelling with access and layout for consideration. (Amended plans / additional information)

Location:   33 Queensway Ruskington Sleaford

Submitted BNG info and minor change to red line area. (Notification of approval received on 11/2/2025)

   c. Application Reference: 24/1459/HOUS

Proposal: Erection of two storey rear extension

Location: 19 Cliffe Avenue Ruskington Sleaford (Notification of approval received on 14/2/2025)

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

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

   b. AJG Insurance (via email on 6/2/2025) – Renewal of insurance policy

   c. Resident (via email on 6/2/2025) – Copied into email to LCC re flooding on 5/6 January 2025.

   d. Resident (by email on 7/2/2024) – Request for work to a tree on the path into Horseshoe Hollow. (Following assessment by the Environment Caretaker, quotes were obtained).

   e. Resident (via email on 7/2/2025) – Request for streetlights between 72 Lincoln Road and the start of the Flaxwell Fields estate at Coteland Road. (Agenda item above.)

   f. Resident (via email on 7/2/2025) – Request for information on the Section 106 contribution from Flaxwell Fields.

   g. Digby Parish Councillor (via email on 10/2/2024) – Advice on improving a play area, including obtaining funding.

   h. NKDC Planning Enforcement Officer (by email on 11/12/2025) – Notice of Enforcement Notice issued in respect of a breach of planning control - reference – ENF001/25.

   i. Resident (via email on 12/2/2025) – further correspondence regarding allotment plot 9c.

   j. NKDC Property Officer (by email on 13/2/2025) – Update on the lease agreement for the public toilets. This will be issued shortly by the NKDC legal team.

   k. Architect (via email on 13/2/2025) – Update on the pavilion planning application.  (Information sent regarding biodiversity net gain for the site on 14/2/2025).

   l. LCC Legal Team (via email on 13/2/2025) – Draft lease for the public toilets on Church Street

   m. Resident (via email on 13/2/2025) – Query regarding memorial headstone.

   n. Storm Geo (via email on 14/2/2025) – Site visit to Ruskington re Section 19 flood investigation postponed. New date to be advised.

   o. Ruskington veteran (Via email on 17/2/2025) – Great Tommy Sleep out 2025: Request to use the Garden of Remembrance overnight on 29 March 2025. 

   p. Resident (via email on 17/2/2025) – Request for street lighting on the Flaxwell Fields development

   q. Architect (via email on 18/2/2025) – Request for information to inform the BNG report for the pavilion planning application. (Information sought from the Environment Caretaker and Cllr Cotter).

   r. SLCC (via email on 18/2/2025) – E-news.

   s. Six Shires rail (via post on 18/2/2025) – Newsletter for Railfuture East Midlands and Lincolnshire branches.

   t. Resident (via email on 26/2/2025) – Update on streetlighting for Lincoln Road / Flaxwell Fields.

   u. LCC (via email on 26/2/2025) – Town and Parish newsletter.

   v. NKDC (via email on 26/2/2025) - Second stage of consultation on the Central Lincolnshire    Authority Wide Design Code; Available between Wednesday 26 February to Wednesday 9 April 2025. (Information shared on Council’s communication channels and noticeboard).

   w. LCC Highways (by email on 28/2/2025) – Advance notice of road closure for tree pollarding on Pinfold Lane on 7 March 2025.

   x. Resident (by email on 3/3/2025) – Follow up request for tree work to a tree on the path from Lincoln Road to Horseshoe Hollow casting shade into a garden. (Environment Caretaker has investigated and will coppice the tree /hedge to ground level.)

   y. Mercedes Benz Financial Services (by post on 3/3/2025) – Schedule of VAT repayments on the parish van lease agreement. (Shared with the RFO and filed with the van information).

   z. Resident (via email on 3/3/2025) – Request for a bench on top of the Priory Lane railway bridge. (Investigated on 4/3/2025. No suitable or safe location for a bench in the vicinity available). Agenda item, above.

   aa. Hollies Animal Rehoming Trust (by hand on 3/3/2025) – Charity fundraising event information and poster. (Displayed on the noticeboard.)

   bb. NKDC (via email on 3/3/2025) – Request for the loan/investment transactions held with North Kesteven District Council as of 31 March 2025 for NKDC’s internal auditor. (Forwarded to the RFO for actioning).

   cc. Resident (via email on 3/3/2025) – Allotment plot 9c. (Agenda item, below.)

   dd. Resident (via email on 4/3/2025) – Copied into an email trail between the resident and County Cllr Wright re bus stops and streetlighting for the Flaxwell Fields development. (Agenda item above.)

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

• Cllr Tomlinson asked if the Lions JFC could mount a boot cleaner on the grass area outside the pavilion to prevent mud entering the pavilion. (Agenda item for the meeting on 1 April 2025).
• Cllr Tomlinson asked if the Lions JFC could hold a football tournament at Parkfield playing fields on 28 and 29 June 2025. (Clerk to send an application form. Agenda item for the meeting on 1 April 2025.
• Cllr Ditch advised that he would be presenting information on council operating procedures and standing orders during closed session from 1 April 2025.

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

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

The meeting closed at 9.07pm. The remaining members of public left the meeting. The meeting re-convened at 9.07pm.

21. To consider /approve the new lease for the public toilets as recommended by the Estate Management & Planning Committee following its meeting on 4/3/2025 – Cllr Trolley

The draft replacement lease did not identify the disabled facilities which formed part of the complex. NKDC and their legal team had been advised accordingly.

[Post meeting note: NKDC has requested an extension on the Section 25 Notice until 30th April to allow time to finalise matters.]

22. To receive an update on the parish office renovation and leasing of the office units. – Cllr Trolley.

A detailed report and revised draft licence agreement had been circulated prior to the meeting.

Cllr Trolley and the Clerk provided an overview of renovation, including an update on the Building Control Inspection, and the leasing of the office units. Interest had been shown by a prospective tenant in hiring the downstairs office. Mundy’s were conducting the “vetting” checks and had revised the draft licence agreement. The building contractor had not returned the keys for the rear door.

Action: The Council RESOLVED to approve the lease agreement for the rear downstairs office. The lock to be changed on the rear (patio) doors. Proposed by Cllr Conway, seconded by Cllr Trolley and approved unanimously.

   22.1. To agree the start date for the contract cleaning of the office units, and communal area (waiting room, kitchen and toilet) at a cost of £19.90 for 2-2.5 hours per week.

Action: The Council RESOLVED to commence the contract cleaning for the rear offices and communal areas from one week after the tenant moved in. This was expected to take one hour. As and when the other offices were rented, these would be added to the contract cleaning. Proposed by Cllr Trolley, second by Cllr Cotter and approved unanimously.

23. To consider further correspondence regarding allotment plot 9c.

This had been circulated prior to the meeting and the Clerk and RFO had taken advice from the National Allotment Society and Council’s insurance company.

Action: A response was agreed.  Previous information to be reiterated. 

   23.1. To appoint members to a working party to review and update the allotment policy and agreement to ensure these met with allotment legislation.

This was not discussed at this meeting. (Future agenda item when the membership of the National Allotment Society has been obtained.)

24. To consider the correspondence from the Environment Caretaker regarding the “in house” annual servicing of machinery. (Moved from the agenda item 13).

The correspondence had been circulated prior to the meeting, including costs and evidence of the Caretaker’s qualification to service the machinery. 

Action: The Council RESOLVED to approve the Environment Caretaker’s request to bring the servicing of machinery in house following consultation with the Caretaker and changes to their job description. The servicing was to take place within the Caretaker’s usual working hours and would be reviewed in 12 months. Proposed by Cllr Tomlinson, seconded by Cllr Cotter and approved unanimously.

The Chairman closed the meeting at 9.44pm.

Please note that these are DRAFT minutes and may be subject to change to ensure their accuracy. 

Appendix B: 

Meeting date: 11 March 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 11 February 2025.

Min ref 4: The RFO has made all payments approved and is investigating the large electric bills and costs to end the contract with Pozitive Energy.

Min ref 8: Cllr Hislop has completed her Register of Interests and NKDC has confirmed receipt of these.

Min ref 11: The planned visit to Ruskington on 19/2/2025 by flood consultants from GeoSmart Flood Consultants (contracted by LCC) was postponed. This now takes place on Wednesday 12 March 2025.

Min ref 12: NKDC was advised that Council agreed with the green space project in principle but required further information and a sustainability plan. No further information has been received.

Min ref 13.1: The residents were advised that their request to pre-purchase an ashes plot had been successful. On receipt of payment, the Clerk issued an Exclusive Rights of Burial grant on 17/2/2025.

Min ref 13.2: The funeral director has been advised that a biodegradable casket could be used for the interment of cremated remains.

Min ref 13.3. Billy Goat Leaf blower. This has yet to be offered to the local schools.

Min ref 13.4: The compost bins require emptying (they are full of non-compostable materials) before letters to allotment holders can be emailed with information on how to use the compost bins correctly and that further misuse will lead to the bins being removed.

Min ref 13.5: The Environment Caretaker has made a note of the requirements for safely and securely erecting a Christmas tree in the Garden of Remembrance.

Min ref 13.7: The five fruit trees, awarded by NKDC as part of the Coronation Living Heritage Fund, were received on 4 March 2025 and planted in Elmtree play area by the Environment Caretaker on the same day.

Min ref 14.2: The pavilion working party met on 27 February 2025. The report is in the folder for the meeting.

Min ref 15.1: A working party to review of the quotes for the improvement of the playing fields needs to be arranged. (Agenda item.) No concerns about the condition of the playing fields have been received this season. 

Min ref 16: Council’s comments on planning applications have been submitted to NKDC.

Min ref 20: The former allotment holders have been advised of the outcome of their correspondence by email on and by registered post on 

Min ref 22: The Clerk wrote to eligible staff members regarding the six-month extension to their sick pay arrangements. 

Other Council Business:

Allotments – The allotment policy and agreement require another review and further amendments to address / prevent issues that that have arisen since January 2025.

Anti-dog fouling posters – Publicity for the posters in an attempt to reduce dog fouling has been shared on Council’s communication channels.

Audit –The internal audit takes place on Thursday 13 March 2025 by an auditor allocated by LALC. As well as auditing the finances, the audit includes governance, policies, contracts, the website, agendas and minutes, councillor and staff training, and cemetery management.

Bin – A South Kesteven District Council (SKDC) dustbin found in the cemetery was collected by SKDC on 10/3/2025.

CCTV – Global Vision resolved issues with the Council’s CCTV at the Village Hall in the company of the RFO and with permission of the Village Hall Management Committee. They also met with eh RFO at the village hall and rectified issues following changes to the Village Hall’s internet provider.

Cemetery – The Clerk emailed all funeral directors and memorial stone masons on 25/2/2025 who use Sleaford Rd cemetery with the cemetery fees and regulations for FY 2025-2026 and requested valid copies of their insurance and risk assessments/ method statements.

Co-option – No expressions of interest or applications for co-option have been received. The “Become a Councillor” campaign continues on Council’s communication channels.

Community litter- pick – Cllr Bain led the first litter pick on Saturday 15 February 2025 at 10am, starting and ending at the Parish Office.  This was attended by three councillors and 22 members of public, including residents from a village care home. Six half bags of rubbish were collected. The litter mainly involved cigarette butts.

• Cllr Cotter is leading the next community litter pick on Saturday 12 April 2025.

Councillor Training – Cllr Hislop is booked on training for new Councillors on 8 May 2025, via Zoom. All Councillors are encouraged to attend training to ensure that Council conducts its business effectively and legally.

Changing rooms – Two quotes have been received for the upgrade of the water tank. These were considered at the Estate Management & Planning Committee on 4 March 2025. Further information and revised quotes are required. Update 11/3/2025 – A third quote has been obtained. (Agenda item for the April meeting.)

Daffodil bulbs – The Environment Caretaker will be planting the bulbs from 10/3/2025. The resident who donated the bulbs will be helping with the planting on 20/3/2025. A local care home has been invited to help with planting the bulbs in the community garden.

Donation from Virgin Media - The donation of £500 towards the Christmas trees was received on 7/3/2025.  

Electric bills – The RFO is investigating the high bills and looking at alternate utility providers. (Agenda item.)

Trees - The Environment Caretaker planted the five free fruit trees awarded by NKDC in Elmtree playing field on 4 March 2025. This community area meets the eligibility criteria for the location of the mini orchard. One resident contacted the Parish Office to ask that the trees be removed to an area of NKDC owned land due to concerns over vandalism of the trees and the possibility of children being stung by wasps. The Clerk contacted the resident on 6/3/2025 who called into the office on 7/3/2025. They asked if the trees could be relocated within the playing field to the right of their current location and nearer to the boundary to enable children to play football and rounders.

• NKDC has also awarded Council a heritage (oak) tree as part its 50th anniversary celebrations. The Environment Caretaker suggests this be planted in Horseshoe Hollow. (Agenda item).
• The Council contacted the NKDC tree officers on 6/3/2025 to request TPOs for the trees in the grounds of Westgate Lodge, manor Street, Ruskington

Garden of Remembrance (GoR)– The Clerk, after liaison with Council, used their delegated powers to approve the request of the Ruskington Veteran’s to use the GOR overnight 29 March 2025 as part of the Great Tommy Sleepout 2025. The conditions for the use of the GoR for this event have been issued and Aurora has been asked not to lock the public toilets. The Veterans’ Group has thanked the Council for its support.

Horseshoe Hollow – On 4/3/2025 the Clerk, using their delegated powers and with authorisation from a Councillor, accepted the quote for £764.00 (incl VAT) from Simpson Arboriculture Limited to undertake work to a tree on the footpath between Lincoln Road and Horseshoe Hollow. This includes pollarding to previous points, chipping and spreading out the chippings. This is work that the Environment Caretaker is unable to undertake, although he has removed a self-set tree from the same location.

• On 10/3/2025, the Environment Caretaker will be coppicing down to ground level two hawthorn trees on the footpath between Lincoln Road and Horseshoe Hollow. The trees are casting ¾ of a garden into shade. Update on 10/3/202 - On attending the site, bird activity was observed in both trees. The Caretaker stopped work and has been re-scheduled this for the next season (Oct 2025 – Feb 2026). The Clerk emailed the property owner to advise accordingly.

Insurance: A representative from Gallagher met with the Clerk and RFO on Thursday 6 March 2025 at the Parish Office to discuss and update the Council’s insurance requirements. (The current policy ends on 31 May 2025).

Lychgate: The National Lottery Heritage Fund has not yet advised of a start date for the lychgate renovation. All actions have been completed by the Parish Council. The Funder has been emailed to ask if there is anything further Council has to do at this stage.

Microsoft Licences – SCIS Ltd has arranged a new licence for Cllr Hilsop to access to Council’s IT system.  SCIS Ltd noted that Council was only paying for eight Exchange Plan 1 licences but were using ten.   

Parkfield playing fields – Cllr Cotter and the Environment Caretaker have untaken an assessment of the species of plants growing in the areas proposed for overflow carparking.  This will be sent to the architect for submission to NK planning regarding the change of use planning permission for the pavilion.

• The Pitch Power assessment of the playing fields is due to expire. No complaints about the condition of the ground or grass cutting of the playing fields have been received this football season.
• The Buildings’ and Play Equipment Caretaker is removing mole hills from the playing fields.

Parish Office – Renovation of the parish office: There has been no formal handover of the property back to the Parish Council from the building contractor and emails are not being responded to. On 27/2/2025, after contacting NKDC, the renovation work was inspected by Building Control officer in the present of the Clerk. Following this, the Clerk submitted evidence of Fire Risk Assessment and other information. The officer is contacting the building contractor directly to discuss other matters the requirements for lintels where walls have been removed, and an electrical installation report following installation off the fire alarm system. A fire door for the cupboard on the rear landing is required as this contains the solar panel batteries. The Clerk has obtained the exact requirements from the Building Control officer.

• The Building Caretaker is carrying out the remedial works noted on the snagging list.

• The final invoice from the contractor has not been received and no guarantees have been received for the work completed.
• The required fire door was delivered on 7/3/2025 and will be fitted by the Building’s Caretaker once painted.  The Clerk will then advise the Building Control Officer of its installation.
• The Zip hot water boiler for beverages trips the electrics. On 7/3/2025, Newman Moore agreed to contact the manufacturer. Update on 11/3/2025 - The manufacturer made a site visit and repaired the Zip boiler (replaced the element).   
• The batteries in the emergency exit lighting are constantly having to be replaced by the Buildings’ Caretaker.

Parish Office: Leasing the office units – Mundy’s commenced marketing the units on their website and Rightmove Commercial in February 2025.

• A potential client is keen to rent the ground floor office as soon as possible. Mundy’s are carrying out the requiring vetting and checks and completing the lease agreement to include the Heads of terms and access to the communal facilities as agreed by Council.
• The proposed cleaning contractor has asked if Council has approved the cleaning of the rear of the parish office (office units, waiting area, kitchen and toilet). The Clerk advised that the units were being marketing for lease but until they were occupied there was no requirement for a contract cleaner. (Agenda item).
• Office drive - The Buildings and Environment Caretaker can repair the drive (where it has collapsed over drain and has a temporary cover over it) at a cost of approximately £350.00 including utility cover, 2-yard skip hire, cement mixer hire, cement and gravel. Bricks may also be required (amount unknown at this time) at a cost of £1.60 each. As it is a health and safety (trip and fall hazard) the Clerk can authorise the expenditure.

Pavilion planning application: The outcome has been delayed due to the ecologist requesting detailed information on the plant species in the areas designated for overflow parking. This is in addition to the BNG report. The architect has advised that a specialist assessment and report can be obtained for approx. £600.00 but he is unable to undertake this. Cllr Cotter and the Environment Caretaker are helping with the required report. (Agenda item.)

Public Toilets – The terms of the draft replacement lease have been received from NKDC. These were reviewed by the Estate Management and Planning Committee on 4/3/2025. The draft document and maps do not mention or show the disabled toilet. Photos and information regarding the disabled facilities were sent to the solicitor on 7/3/2025 to enable the agreement to be updated. Due to a S25 notice, the approved and signed agreement has to be returned to the solicitor by 25 March 2025. (Agenda item.)

• A cracked toilet seat was replaced in the disabled toilet on 7/3/2025 by the Buildings’ Caretaker.

Staff Matters – The Clerk attended training on 24/2/2025 concerning the changes to the National Planning Framework. (The training was within the LALC training scheme for FY 2024 -2025).

• The Clerk and RFO attended allotment training on 6/3/2025 (via Zoom) and will attend further training on 12/3/2025. Following this, amendments will need to be made to the policy and lease agreement to ensure these met allotment legislation. (Agenda item).
• The Clerk is out of the office on Friday 14 March and on an annual leave from Monday 17 March to Friday 21 March 2025.
• All relevant staff have consented in writing to the extension of amended sick pay arrangements.

Dates for upcoming meetings –

• Thursday 27 March 2025 - Finance Committee at 6.30pm at the Parish Office. (End of year review of finances.)
• Tuesday 1 April 2025 - Ordinary Council meeting at 7pm at the Winchelsea Centre.