Full Council Minutes - 1 April 2024 to 31 March 2025

Ruskington Parish Council

Minutes of an ordinary meeting of Ruskington Parish Council held on Tuesday 9 July 2024 at the Winchelsea Centre, 11 High Street North, Ruskington, NG34 9DY at 7pm.

D/Cllr Wright had previously advised that he would be late arriving at the meeting.

Public Session: Two members of the public (father and son) were present to ask about the possibility of a basketball hoop at Parkfield playing fields similar to the one at Elmtree play area. As this was an agenda item, Council shared information on basketball hoops, and asked the young person to recommend at hoop. During the discussion, Council agreed that the hoops researched for the meeting were not strong enough for public use.  Hoops previously considered had been in the price range of £5,000 -£7,000.

During public session, Cllr Tomlinson joined the meeting at 7.02pm and Cllr Trolley at 7.04pm.

The young person sent a link to a suitable basketball hoop to the Clerk. The Chairman thanked the members of the public and they left the meeting at 7.15pm.

The Chairman opened the meeting at 7.16pm.

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.

Cllr Cotter declared that she was married to a member of staff and would not take part in any voting on staff matters in closed session.

3. To approve the notes of the Extra-ordinary meeting held on Wednesday 26 June 2024 as accurate Minutes.

Action: The Council RESOLVED to approve the notes of the extra-ordinary meeting as accurate Minutes following one amendment to add the local advertising of the Contract Finders website information when Council projects demanded. Approved by Cllr Trolley, seconded by Cllr Conway with seven votes for and one abstention (had not been present at the extra-ordinary meeting.)

4. Financial Matters.

The information had been circulated prior to the meeting. One questions on a payment was raised at the meeting and answered by the Clerk.

   4.1. To approve the payments made and consider the invoices for payment received since the meeting held on 11 June 2024.

The Council RESOLVED to approve the payments made and the payment of invoices received. Proposed by Cllr Jennings, seconded by Cllr Trolley and approved unanimously.

   4.2. To consider /approve the bank reconciliations for June 2024.

Action: The Council RESOLVED to approve the bank reconciliation for June 2024. Proposed by Cllr Jennings, seconded by Cllr Bain and approved unanimously.

   4.3. To receive a financial report from the RFO.

This had been circulated prior to the meeting. No questions were raised. Council commented on how useful the report was for providing an overview of Council finances.

   4.4. To consider the best way to use the donation of £428.63, from St George’s Academy towards the flood initiative in the village.

Action: The Council RESOLVED to ringfence the £428.63 for the creation of a scrape/nature area in Parkfield playing fields to help with flood prevention.

    4.5. To consider paying the subscription fees for the Clerk to join the Society for Local Council Clerks (SLCC) at a cost of £20.00 for full membership and an annual fee of £348.00 - Cllr Bain.

Information had been circulated prior to the meeting and Cllr Bain and the Clerk provided information on the benefits of a subscription.

Action: The Council RESOLVED to pay the subscription for the Clerk to join the SLCC. Proposed by Cllr Bain, seconded by Cllr Jennings and approved with seven votes for and two abstentions.

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

Please see attached. No questions were raised.

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

No applications had been received. An information pack had been sent out following an expression of interest.

7. To consider if the Operations Committee is still required now committees have been formed.

Action: The Council RESOLVED to close the committee with immediate effect. Proposed by Cllr Bain, seconded by Cllr Trolley and approved unanimously.

8. To consider /approve the following policies and terms of reference, and consider any amendments recommended: -

All policies had been reviewed and amendments made as required.

   8.1. Lone Working Policy

   8.2. Safeguarding Policy

   8.3. Freedom of Information

   8.4. Training and Development Policy

   8.5. Risk Management Policy

Action: The Council RESOLVED to adopt the polices listed 9.1 - 9.5 on the agenda above. Proposed by Cllr Conway, seconded by Cllr Jennings and approved unanimously.

   8.6. Scheme of Delegation

This was a work in progress.

Action: Cllr Ditch and Cllr Bain to review and make recommendations as required.

   8.7. Finance Committee Terms of Reference

Action: This required an amendment to add a quarterly review of Council finances and was deferred to the September meeting.

   8.8. Operations Committee Terms of Reference, if required.

Action: The Committee had closed. The Terms of Reference to be archived by the Clerk.

9.  Recreation and Environment Committee Matters:

A resident had raised concerns about vegetation around the edges of the south field encroaching on the boundary of their garden. This would be cut back by the Environment Caretaker.

   9.1. To consider the correspondence from Ruskington Athletic Football Club regarding the fees for 2024-2025.

Action: The Council RESOLVED to charge the football club fees of £500.00 for the 2024-2025 season as it recognised that there was no hot water in the changing rooms. Proposed by Cllr Cox, seconded by Cllr Conway and approved unanimously.

   9.2. To consider the maintenance of Parkfield playing fields, including grass cutting, improving the drainage, and consider sources of funding for improving the fields.

Grant opportunities were available for local councils to apply for.

Action: The RFO, after consultation with Cllr Tomlinson to establish the precise requirements, to apply for the Football Association and Lincolnshire Football Association grants for improving the playing fields and the purchasing and storing of grass cutting equipment. The grass on the south field would be cut up to the boundary fence. Proposed by Cllr Cox, seconded by Cllr Trolley and approved unanimously.

   9.3. To consider turning the area of grass at the playing fields, where the former activity courts were located, into a small scrape/pond to alleviate the standing water following substantial rain.

Health and safety information had been sent out prior to the meeting and the Clerk advised that planning permission and a public consultation may be required. The area of ground was too wet to be usable for sporting activities. Cllr Cox advised that as it was not a pond, and the depth would be less than 1 metre, planning permission was not required. The district council would need to be made aware. Council had resolved to ringfence the £428.63 donation for the development of the scrape as recorded in agenda item 5.4., above.

Action: The Council RESOLVED to create a small scrape/nature area on the site of the former activity court to soak up some of the water following rainfall. Residents whose properties adjoined Parkfield playing fields to be consulted. Proposed by Cllr Cox, seconded by Cllr Cotter and approved unanimously.

   9.4. To consider the grass cutting arrangements for 2025-2026. (The current contract ends on 31 March 2025).

Action: This was deferred until the outcome for the funding bids to improve the playing fields was known.

   9.5. To consider the purchase of a combined waste and dog excrement bin for locating at Flaxwell Fields.

Action: The Council RESOLVED to purchase a combined litter and dog excrement bin for Flaxwell Fields. Proposed by Cllr Trolley, seconded by Cllr Conway and approved unanimously.

   9.6. To consider approaching the owner of land on Westcliffe Road, where the Beck converges with the Leasingham and Broxholme Spur, regarding the possible development of a wetland to promote biodiversity and flood management.

Action: The Clerk to contact the landowner once ownership of the land was confirmed with the Land Registry.

   9.7. To receive and consider ideas for encouraging walking and cycling in and around Ruskington, improving accessibility, and promoting village facilities amenities.

Council was keen to explore the ideas once further information was known.

Action: Information from a training day attended by the RFO to be circulated to Council.

   9. 8. To receive information on the village Funday.

Council was advised that the Funday would not be taking place in 2024.

   9.9. To consider purchasing basketball hoops for the MUGA and agree the expenditure.

This had been discussed during the public session above.

Action: Council to consider the best and most cost-effective basketball hoops, based on the requirements made known to Council.

   9.10. To consider arranging a cluster meeting with neighbouring parish councils to discuss flooding, improving biodiversity, and recreation activities to share ideas and best practice.

Action: The Clerk to contact neighbouring parish councils to obtain expressions of interest for such a meeting.

   9.11. To consider a verbal request to hold a summer camp at the playing fields and agree any fees.

No information was available at this time.

   9.12. To agree the judging panel for the anti-dog fowling competition and a date to judge the entries.

Over twenty entries had been received. The closing date was 19 July 2024.

Action: All entries received to be displayed around the village. Costs for professionally producing the posters to be obtained. Proposed by Cllr Cox, seconded by Cllr Conway and approved unanimously.

   9.13. To receive the date for a meeting of the Recreation and Environment Committee Meeting.

The date for a committee meeting to be confirmed.

At 8.26pm County and District Councillor R Wright joined the meeting and was invited to present his reports.

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

Cllr Wright presented his reports when joining the meeting at 8.26pm.

County Council:

• A road traffic study on Westcliffe Road showed that use of the road by HGVs was very low.
• Westcliffe Road had not been rebuilt for several years and was due to be resurfaced in 2025-2026. Cllr Wright was trying to bring this work forward.
• A planning statement from the new Prime Minster was due. It was expected that there would be an increase in the number of inland wind turbine farms being approved. It was also thought that large scale planning applications would be decided by government rather than local authorities, but it was not yet known how large these applications would be.

District Council:

• A veteran’s event had been successful and reflected how 10-11% of the NKDC population were veterans.
• Hillside play area - A planning officer would update Council on the development plans for Hillside and would attend a meeting to discuss the plans and the possibility of relocating the play area to another area of Hillside.

Cllr Wright answered questions on the proposed biomass plant at Anwick. This application was being dealt with by Lincolnshire County Council. It was thought that the plant would not affect Ruskington, and no traffic would access the site via the village. Concerns were voiced that the required gas pipeline might need to be laid beneath, and therefore disturb, an area of woodland.

• Planning permission for 77 Westcliffe Road had been approved. This would not be a secure unit.
• The planning application for 47 Rectory Road was under review by NK planning and an application for the entire site was now required. Cllr Wright and a Planning Officer had met with the owners of the neighbouring property to discuss their concerns.
• £6million pounds was being spent on top-coating roads.
• Any complaints about Virgin Media who were laying cables in the area to be reported to Cllr Wright.
• A brief discussion was held on the proposed cluster meeting. Cllr Wright advised that Cranwell and Leasingham Parish Councils would be useful to invite to the meeting to discuss flooding issues. Funding to install cycle paths to link communities was not a current priority due to costs and the lack of space beside highways to confirm to current cycle path legislation.

The Chairman thanked Cllr Wright. Councillor Wright left the meeting at 8.45pm.

11. Estate Management Matters – Cllr Trolley.

   11.1. To receive an update on the refurbishment of the parish office and agree the next steps.

Information on the office renovation and conversion had been circulated prior to the meeting and this was discussed.

1. To consider the quotes and samples for the flooring coverings.

Action: The Clerk to obtain two further quotes for floor coverings. These would be received and considered at an extra-ordinary meeting on Tuesday 16 July 2024 at 12 noon. Proposed by Cllr Cox, seconded by Cllr Trolley and approved unanimously.

   11.2. To consider the expenditure for replacing the broken patio whilst raising its height to reduce the depth of the step to the patio doors and improve accessibility to the main entrance at the rear of the office property.

Cllr Ditch offered to donate patio slabs that had been removed from his garden. They would require pressure washing by the caretakers.

Action: The Clerk to arrange for the slabs to be collected and cleaned.

   11.3. To receive an update on the removal of redundant electrical wiring and gas pipes from the exterior of the office, following investigation, and agree any costs.

An electrician had inspected the wiring and pipe work and advised what could be safely removed. Council’s caretakers had advised that they could undertake the work required.

Action: The Building and Environment Caretaker to remove the redundant witing and pipework. Proposed by Cllr Conway, seconded by Cllr Trolley and approved unanimously.

   11.4. To consider the quotes for the chimney work to prevent water ingress and damp.

Action: The Council RESOLVED to approve the quote for £890.00 +VAT. Proposed by Cllr Trolley, seconded by Cllr Conway and approved unanimously.

   11.5. To receive an update on the cemetery lychgate and sources of funding for its refurbishment.

A report had been received and circulated.

Action: The Council RESOLVED to obtain a quote for a full restoration of the lychgate and to apply to the Heritage Lottery Fund for funding. Proposed by Cllr Trolley, seconded by Cllr Ditch and approved unanimously.

   11.6. To consider the quotes for servicing the boiler in the pavilion, and servicing and cleaning the immersion heater and water tanks in the changing rooms and upgrading the plumbing and electrical systems to comply with current regulations.

Council agreed that eventually the hot water in both the changing rooms and pavilion would be heated by the solar panels and therefore servicing the current gas appliances was not required.

Action: An itemised quote to be obtained for electric instant heat water heater to connect to the solar panels to heat the showers in the changing rooms, and any urgent work required in the changing rooms and pavilion to ensure current legislation is met. Proposed by Cllr Trolley, seconded by Cllr Conway.

   11.7.  To consider /approve the professional plans of the pavilion, incorporating a community café, and agree the next steps in the renovation and its funding.

Professional plans were not available at the meeting.

Action: The Clerk to obtain quotes for the professional plans, including asking the Interior Architecture Department at the University of Lincoln. Proposed by Cllr Trolley, seconded by Cllr Conway.

   11.8. To consider the fire safety items required, following the annual Firestop Services inspection on 13 June 2024, and agree any expenditure.

Action: The Council RESOLVED a maximum expenditure of £300.00 to obtain all required fire safety items. Proposed by Cllr Trolley, seconded by Cllr Jennings.

   11.9. To consider the quotes for the decals for the parish office.

The decals would provide privacy for the staff so the blinds could be opened during opening hours, would be part of the “brand” of the Council and would function as a shade for the windows to help keep the office cool in warm weather.

Action: Council RESOLVED to approve the quote for £725.00 for Display Pro to supply and install the office window decals. This would be included in the budget setting for the 2025-2026 financial year. Proposed by Cllr Ditch, seconded by Cllr Trolley and approved unanimously.

1. To consider the quote for the decals for the parish van.

Action: The Council RESOLVED to approve the quote from Display-Pro for supplying and fitting decals to both sides and the rear of the van at a cost of £357.00. After discussion with the RFO, these would either be purchased immediately or included within the budget setting for 2025-2026. Proposed by Cllr Ditch, seconded by Cllr Bain and approved unanimously.

   11.10. To consider the quote for PAT testing of all Council’s portable electric appliances.

Action: The Council approved the quote from Imp Electrical to undertake the PAT testing at a cost of £130.00. Proposed by Cllr Trolley, seconded by Cllr Bain and approved unanimously.

   11.11. To consider the quote to remove the redundant wiring from the exterior of the parish office.

This was an erroneous repeat of agenda item 11.3. above.

   11.12: To approve the notes of the Estate Management & Planning Committee meeting held on 3 April 2024 as accurate Minutes.

Action: The Estate Management & Planning Committee RESOLVED to approve the notes of the committee meeting as accurate Minutes. Proposed by Cllr Tomlinson, seconded by Cllr Ditch and approved unanimously.

   11.13. To receive the date for the next Estate Management and Planning Committee Meeting.

Action: A Committee meeting would be held on Tuesday 16 July at 12.30pm immediately following the extra-ordinary meeting.

12. To consider ways to improve communication within the Council. (Deferred from the June meeting).

Cllr Bain advised that he was researching this.

1. To consider a “meet the team” section on council’s communication channels, including councillor and staff biographies as relevant to their role.

Action: The Council RESOLVED to create a “meet the team” section on the website for councillors and staff.

   12.1. To consider ways to engage with younger residents of the village, including school pupils.

The Admin Assistant, following training, had created a draft letter to send out to local schools to suggest ways that Council could engage with its younger residents.

Action: The draft letter to be sent out to Council for consideration. Information for younger residents could also be displayed within the pavilion.

13. To consider ways to celebrate Christmas 2024. (Budget allocated for 2024 is £1,500.)

At this time, it was not known if a Christmas Market was being organised.

Action: The Council RESOLVED to allocate all the expenditure to the Christmas trees and improving the Christmas lights. Residents to be invited to donate tree lights, and businesses to be invited to take part in a best dressed Christmas window competition. This would be a “for fun” competition and would not involve the local school pupils. Proposed by Cllr Tomlinson, seconded by Cllr Jennings and approved unanimously.

14. To consider a request from One You to appoint a Community Champion within the Council to signpost individuals to free health support, funded by LCC, such as stopping smoking and weight loss programmes.

Action: The Council RESOLVED to take a passive role, rather than appoint a Community Champion, and to hold a supply of information leaflets for interested individuals to take away. Proposed by Cllr Ditch, seconded by Cllr Jennings and approved unanimously.

15. To consider correspondence from Ruskington Community Library regarding maintenance of its outside area.

Action: The Council RESOLVED to keep the edges of the library carpark and the slabbed areas free from grass and weeds. The Clerk to request the amount of time spent weeding and the frequency of the maintenance. The Council would pay the caretaker an hourly overtime rate which would be reimbursed by the library. Proposed by Cllr Trolley, seconded by Cllr Tomlinson and approved unanimously.

16. To consider correspondence from the PCC regarding trees in the closed churchyard following an architect’s report.

Action: The Clerk to seek advice from LALC to confirm who was responsibility for the tree work and its expenditure.

17. To consider planning applications and amendments to planning applications received since the last meeting:

   a. Application Reference: 24/0696/HOUS

Proposal: Single storey side/rear extension

Location: 9 Winchelsea Road Ruskington Sleaford Lincolnshire NG34 9BN

Action: The Council had no objections to the application if there were no objections from the neighbouring properties and the application met flood zone criteria.

   17.1. To consider the notification of Prior Approval Application

      a. Application Reference: 24/0748/PNREN

Proposal: Proposed installation of roof-mounted solar PV array

Location: Pilgrim's UK Ltd Sleaford Road Ruskington

Action: The Council had no objections to this application.

   17.2. To receive notification of planning applications approved by NKDC since the last meeting.

No notifications of approved applications had been received since the last meeting.

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

a. LALC – (via email) - Fortnightly e- news

b. NKDC (via email on 6/6/2024) – Voter ID posters. (Shared on noticeboard and communication channels).

c. Edge Software (via email on 6/6/2024) – Recording war graves and the graves of veterans on Epitaph.

d. NKDC (Via email on 6/6/2024) – Link to a Climate Change and Community Group Survey (Completed by the Clerk on 6/6/2024)

e. NKDC (via email on 7/6/2024) – Consultation on the review of the gambling license policy.

f. Resident (via mail on 7/6/2024) – Nuisance parking near the Scout Hut and nuisance security light. (Signposted to LCC highways, the Police and NKDC.)

g. Ruskington Business (via email on 7/6/2024) – Offer of a prize for a community / dog related competition.

h. Ruskington Athletic Football Club (via email on 10/6/2024) – Fees to use Parkfield sports facilities. (Agenda item, above.)

i. Sleaford Community Connector (via email on 12/6/2024) – Thank you to Council, and an NHS information poster.

j. Ruskington Village Hall Chairman (via email on 17/6/2024) – Update on the installation of solar panels on the village hall roof.

k. Ruskington WI (via email on 17/6/2024) – Thank you to the Environment Caretake for help with the flower barrels outside the library.

l. LCC (via email on 17/6/2024) – List of grass cutting completed on public footpaths in Lincolnshire.

m. NKDC (via email on 17/6/2-24) – Chain link fence and self-set trees at Parkfield carpark.

n. One You (via email on 18/6/2024) – Community Champions for signposting individuals to LCC funded health programmes such as weight loss and stopping smoking. (Agenda item above.)

o. Six Shires Rail (via post on 18/6/2024) – Newsletter for Railfuture East Midlands & Lincolnshire

p. ICCM (via email on 16/6/2024) – Digital newsletter, summer edition.

q. NKDC (via email on 21/6/2024) – June e-newsletter.

r. NKDC (via email on 21/6/2024) – CIL expenditure and reporting

s. LCC (via email on 21/6/24) – Section 19 flood investigation update, the list of properties who have been contacted and a request to share the link to the flood survey. (Link re-shared on council’s communication channels.)

t. Resident (via email on 24/6/2024) – Overgrown ditch and vegetation at Parkfield playing fields. (Agenda item, above.)

u. Resident (via email on 26/6/240) – Overgrown footpath between Elmtree Road and Hurn Close. (Signposted to LCC via Fix My Street and the Police.)

v. Resident (via email on 26/6/2024) – Overgrown hedge and vegetation on the path to Horseshoe Hollow from Lincoln Road. (Environment Caretaker asked to inspect.)

w. William Kent Memorials (via email on 26/6/2024) – Photos to show the headstones made safe in Sleaford Road cemetery.

x. Resident (via email on 28/6/2024) – Information regarding flooding of their property. (Forwarded to Cty Cllr Wright with resident’s consent on 1/7/2024)

y. ICCM (via email on 1/7/2024) – Members Survey. (Competed by the Clerk on 1/7/24)

z. Lincolnshire Police (via email on 2/7/2024) – Recording of the Parish Council Engagement Session held on 25 June 2024.

aa. Clerks and Councils Direct (by post on 2/7/2024) – Newsletter

bb. Ruskington Community Library (by email on 3/7/2024) – Maintenance of the outside library areas. (Agenda item above.)

cc. Parochial Church Council (via email on 3/7/2024) – Churchyard trees. (Agenda item above)

19. To receive Members’ Reports – for information only.

Members had no reports or requests for future agenda items.

20. 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 consider the items below. Proposed by Cllr Trolle, seconded by Cllr Cox and approved unanimously.

The Chairman closed the meeting at 10.02pm. The meeting re-convened at 10.02pm.

21. To receive an update on HR Matters – Cllr Bain.

A meeting of the HR Committee had taken place on 9 July 2024.

A staff concern had improved following intervention and council policy.

A request for occupational sick pay had been received. This had been considered by the HR Committee. Cllr Bain presented an overview of three costed options and advised that the new labour government had pledged to update statutory sick pay (SSP) arrangements in its party manifesto, such as paying sick pay from day one of absence.

Action: The Council RESOLVED to pay occupational sick pay at 50% of the employee’s daily pay from the first day of their sickness absence, as recommended by the HR Committee, using the time limits prescribed in the NJC Green Book. This would be reviewed after six months and considered either in line with government legislation for SSP or in line with the NJC Green Book arrangements. Proposed by Cllr Bain, seconded by Cllr Conway and approved with six votes for and one abstention.

[Current NJC Green Book time limits for sick pay:

• During 1st year of service - 1 month’s full pay, and (after 4 months’ service) 2 months half pay

• During 2nd year of service - 2 months full pay, 2 months half pay

• During 3rd year of service - 4 months full pay, 4 months half pay

• During 4th & 5th year - 5 months full pay, 5 months half pay

• After 5 years’ service - 6 months full pay, 6 months half pay]

The Chairman closed the meeting at 10.10pm.