Ruskington Parish Council

Minutes of an ordinary meeting of Ruskington Parish Council held on Tuesday 8 October 2024 at the Winchelsea Centre, 11 High Street North, Ruskington, NG34 9DY at 7pm.

D/Cllr M Waldeck and four members of the public were in attendance.

Public session: Cllr Ditch opened the public session at 7pm and welcomed the delegates. He advised that he may need to hand the chairing of the meeting over to the Vice-chairman during the proceedings.  Cllr Ditch invited the members of the public to ask questions or to make a short statement. Two residents raised concerns over the future of a property which had recently been sold. They were concerned that future development on the site would cause a loss of woodland and greenspace, increase the risk of flooding to neighbouring properties, and would reduce biodiversity in the area. Cllr Waldeck was invited to comment and advised that formal comments should be submitted to NK Planning if a planning application was made.

Questions about the Section 19 flood investigations were raised. The LCC flood team had spent time in Ruskington visiting the areas flooded and meeting with residents affected by the floods, as part of the investigation. The results of the investigation were not yet available.

A question regarding the parish council’s response to a planning application was raised. Cllr Ditch advised that although concerns had been raised with NK Planning, Council could only comment on the actual planning application.

Three residents left the meeting at 7.15pm.

The Chairman opened the meeting at 7.16pm.

1. Apologies for absence.

Cllr Bain was unable to attend the meeting and had sent valid apologies.

Action: The Council RESOLVED to accept Cllr Bain’s apologies. Proposed by Cllr Trolley, seconded by Cllr Conway and approved unanimously.

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

Cllr Tomlinson declared an interest in agenda item 5.6 below, as he was a manager for the Lions JFC. Cllr Tomlinson would leave the meeting whilst this was being considered and voted on.

3. To approve the notes of the meeting held on Tuesday 10 September as accurate Minutes.

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

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

Cllr Waldeck passed on Cllr Wright’s apologies. Cllr Wright was attending a planning meeting at NKDC. Cllr Waldeck reported that a new Chief Executive for NKDC had been appointed, and otherwise the District Council was conducting business as usual. Cllr Waldeck answered questions from Council, agreed to investigate any Public Open Space monies due to the Council following development of a housing estate, and to find out from NK regarding the future plans for the use of their land at Hillside. The issues with vehicles parked on the grass verge at Speedway Corner were raised again. It appeared that the verges belonged to the business. However, it was agreed that photos to show the problems would be sent to Cllr Waldeck and NKDC for investigation.

The Chairman thanked Cllr Waldeck and Cllr Waldeck left the meeting at 7.26pm.

5. Financial Matters.

Information had been circulated prior to the meeting by the RFO. Please see Appendix A.

A meeting of the Finance Committee had been held on 1 October and the notes had been circulated to Council prior to the meeting.

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

Action: The Council RESOLVED to approve all the payments paid and presented. Proposed by Cllr Trolley, seconded by Cotter an approved unanimously.

   5.2. To consider /approve the bank reconciliations for September 2024.

Action: The Council RESOLVED to approve the bank reconciliations for September 2024.

Proposed by Cllr Tolley, seconded by Cllr Tomlinson and approved unanimously.

   5.3. To receive a financial report from the RFO.

This had been circulated prior to the meeting. No questions were raised.

   5.4. To ratify the Clerk’s application for the 2024 litter picking grant from NKDC.

Action: The Council RESOLVED to ratify the Clerk’s application for the litter picking grant. Proposed by Cllr Cox, seconded by Cllr Trolley and approved unanimously.

   5.5. To consider awarding grants to community groups as recommended by the Finance Committee following its meeting on 1 October 2024. 

Only one application had been received. This was a detailed application and had included all the information requested.

      a. Ruskington Short Mat Bowls Club.

Action: The Council RESOLVED to award £250.00 to the Ruskington Short Mat Bowls Club. Proposed by Cllr Conway, seconded by Cllr Cotter and approved unanimously.

Cllr Tomlinson left the meeting.

   5.6. To consider the fees for FY 2025-2026 for the use of Parkfield facilities as recommended by the Finance Committee. Please see Appendix B.

The information had been circulated prior to the meeting. Questions were raised about raising the fees and the rationale for raising the fees for two sports teams was presented. (To cover the increasing costs of maintenance and cleaning costs.)

Action: The Council RESOLVED to approve the fees FY 2025-2026 as recommended by the Finance Committee. Proposed by Cllr Trolley, seconded by Cllr Cotter and approved with four votes for and two against.

Cllr Tomlinson rejoined the meeting.

   5.7. To consider increasing the allotment fees to £35.00 per plot for FY 2025-2026.

Action: The Council RESOLVED to increase the allotment fees to £35.00 per plot for year 2025-2026. Proposed by Cllr Cotter, seconded by Cllr Jennings and approved with six votes for and one abstention. 

      a. To consider introducing a deposit of £50.00 per plot for allotment holders with more than one plot, as recommended by the Finance Committee.

The Chairman advised that items were being fly-tipped at the allotments which the Council had to remove, the compost bins were being misused, and plots were being left in a poor condition.  The misuse of the waiting lists was also mentioned.

Action: The Council RESOLVED to introduce a deposit of £50.00 per allotment plot. Proposed by Cllr Trolley, seconded by Cllr Conway and approved unanimously. 

   5.8.  To consider the expenditure of £1,400 for publishing quarterly Signpost newsletters for FY 2025-2026, as recommended by the Finance Committee.

The Signpost newsletter was being trialled for one year.

Action: The Council RESOLVED the expenditure of £1,400 for the Signpost newsletter FY 2025-2026. This expenditure would be reviewed as part of the budget setting. Proposed by Cllr Trolley, seconded by Cllr Cotter and approved unanimously.

   5.9. To arrange the date for the Finance Committee to consider the date for the budget and precept setting meeting. (To take place before the Council meeting on 12 November 2024.)

Date to be confirmed.

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

This had been circulated prior to the meeting and included updates from the actions of the September meeting.  No questions were raised. Cllr Cox advised that Display Pro was no longer based in Sleaford, but Castle Print (Sleaford) had quoted £260.00 to produce thirty A4, PVC signs of the anti-dog fouling posters. Cllr Cox would give the details to the Clerk.

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

One application pack had been issued. No applications had been received.

8. To consider the quotes for the tree work required in the closed church yard.

Three quotes had previously been circulated with identifying information redacted.

Action: The Council RESOLVED to approve Quote 2 (B&B Tree Specialists) at a cost of £1050.00+VAT to fell two trees affecting the integrity of the church building. Proposed by Cllr Trolley, seconded by Cllr Cotter and approved unanimously.
 

9. To consider the quotes for the cleaning of the public toilets for 3-4 hours per week. Monday to Friday.

Four quotes had previously been circulated with identifying information redacted. Contract cleaning of the toilets would be for six months and would be reviewed in March 2025.

Action: The Council RESOLVED to approve Quote 3 (Aafd Services) at a cost of £22.50 per hour. Proposed by Cllr Trolley, seconded by Cllr Jennings and approved unanimously.

10. To receive correspondence from an employee regarding the arrangements for Remembrance Sunday on 10 November 2024.

This had been circulated prior to the meeting.

Action: The Council RESOLVED that the Environment Caretaker would be paid his hourly rate to work four hours on 10 November to distribute and return the road closure barriers and brief the volunteers. Proposed by Cllr Ditch, seconded by Cllr Trolley and approved with six votes for and one against.  

11. To consider /approve the following policies following review: -

All policies had been circulated prior to the meeting.

   a. The Annual Investment Strategy as recommended by the Finance Committee

Action: The Council RESOLVED to approve the Annual Investment Strategy. Proposed by Cllr Ditch, seconded by Cllr Tomlinson and approved with six votes for and one abstention.

   b. Scheme of Delegation Policy as recommended by the HR Committee

Action: The Council RESOLVED to approve the Scheme of Delegation Policy. Proposed by Cllr Ditch, seconded by Cllr Jennings and approved unanimously.

   b. Councillor, Officer and Employee Relationship Policy as recommended by the HR Cttee

An aide memoire had been emailed to all councillors summarising the legislation.

Action: The Council RESOLVED to approve the Councillor, Officer, Employee Relationship Policy. Proposed by Cllr Trolley, seconded by Cllr Jennings and approved with five votes for and two abstentions.

   c. Advertising Guidance Policy

Action: The Council RESOLVED to approve the Advertising Guidance Policy. Proposed by Cllr Ditch, seconded by Cllr Tomlinson and approved unanimously.

12. To consider ways to shorten the agenda and reduce the length of ordinary meetings to comply with Council’s standing orders and ensure items in closed session have adequate time to be considered in depth.

Council’s Standing Orders stated that a council meeting should last no longer than 2.5 hours to keep Council focused on business.

Action: Empowering committees to undertake research and make recommendations to full council. Delegation of powers to the Proper Officer (Clerk) as shown in the Delegation Policy. To take advice from the Clerk on council procedures and the formalities of meetings and voting.

13. To consider items for inclusion in the November edition of the Signpost newsletter.

Action: To focus on environment matters, such as photos and information regarding the replacement bridge in Horseshoe Hollow; photos of the new village entry signs, publicity to recruit new councillors, and a “how are we doing?” survey.

14. To consider arrangements for LCC Highways, Virgin Media, and Cllr Wright to attend the public session of the meeting on 12 November 2024 to respond to complaints about pavements following cabling works.

The meeting with Highways, Virgin Media, Cllr Wright, and the public would commence at 7pm. The public session for the meeting would be extended to half an hour. A shortened agenda to be produced by the Clerk.

   14.1. To consider a small-scale community project for Virgin Media to donate towards.

Action: A donation towards the Christmas trees was agreed.

At 8.25pm, District and County Councillor Wright arrived at the meeting and was invited by the Chairman to provide his report and to answer questions from council.

• Cllr Wright reported that council representatives were currently attending a meeting at the House of Lords to discuss flooding matters.
• The dredging of ditches was discussed. This could make flooding worse by speeding up the flow of water.
• It was noted that field drains were being installed in areas of land around the village.
• Once the new Chief Executive of NKDC was in position, Council would be informed, in writing, of NKDC’s future use of the land at Hillside. 
• Cllr Wright answered questions on the proposed new development off Cornwall Way concerning its impact on biodiversity and flooding. Vehicle access to the site was also discussed.
• Cllr Wright agreed to investigate the Public Open Space, off-site, agreement between a developer and NKDC, to find out if Council was due any funding from this. Cllr Wright advised that the funding could be directed anywhere within the district of North Kesteven, where there was evidence of need.

The Chairman thanked Cllr Wright.

15. To receive the report for the Pitch Power assessment of Parkfield playing fields.

This had been circulated prior to the meeting. The RFO had contacted the Football Foundation to raise questions about funding applications for playing field maintenance, equipment, and storage of equipment. Following investigation by Cllrs Ditch and Tomlinson, it was probable that grass cutting equipment could be stored in the external storage facility at the pavilion. This would reduce the need for applying for funding for storage and planning permission to erect a storage unit at the playing fields.

15.1. To agree the Terms of Reference and the composition for a cross-committee working party to consider an application to the Football Association for funding to improve the playing fields.

Cllr Ditch reported that Council had expressed keenness in improving the grounds at the playing fields and this needed to move forward. He had undertaken considerable research into the requirements for submitting funding bids to the Football Foundation and there were several matters to consider including: the timeline for the applications, ongoing running costs, insurance, PPE, health and safety needs, and who would be undertaking the grass cutting and other grounds maintenance. Cllr Ditch recommended a cross-committee working party be established to consider all aspects of the project before submitting a funding bid. Cllr Tomlinson advised that the coaches for the Lions JFC and players for the men’s team would be keen to take on training to use the equipment and to cut the grass. Cllr Conway was concerned about the bureaucracy involved in submitting a funding bid. Cllr Wright advised that there were many hoops to jump through to obtain funding and if not completed correctly, a funder would not award funding. The excellent condition of the sports pitches at Heckington were noted.

Action: The Clerk to contact Heckington Parish Council to arrange a site visit for councillors to discuss with the parish council how they maintain their pitches and if any funding was sought. 

Cllr Ditch left the meeting at 8.59pm.

The Vice-chairman called a comfort break. The meeting closed at 9pm and re-opened at 9.10pm. Cllr Wright left the meeting at this time.

16. To receive the Public Consultation and agree any projects for considering in the budget for 2025-2026.

This had been circulated prior to the meeting and the Clerk had created a summary.

The Council considered that not enough responses had been submitted to show an actual need for any projects. It was suggested that the survey be reopened but the closing date had been extended several times since its original closing date at the end of May 2024 and it had been promoted using a wide variety of methods. Ways to improve circulation the surveys were discussed, and it was considered that a survey based on one topic may be more worthwhile.

17. To consider improving the three entrances to Horseshoe Hollow for inclusion in the budget for FY 2025-2026 (currently uncosted) as suggested by the Environment Caretaker.

Action: The Council RESOLVED to approve in principle the improvement of the three entrances to Horseshoe Hollow and would reconsider this once costs were known. Proposed by Cllr Trolley, seconded by Cllr Jennings and approved unanimously.

18. To consider the equipment below for including in the budget for FY 2025-2026 as requested by the Caretakers. (Information previously circulated)

   18.1. Compressor - Hyundai 100ltr - £306.42 ex VAT

   18.2. Petrol Engine Pressure Washer - Clarke PLS195B - £479.00 ex VAT

   18.3. Cordless angle grinder DeWalt DCG405N-XJ unit only - £124.99 ex VAT

Action: The Council RESOLVED to agree in principle to include the items listed in 18.1. 18.3 and 18.3 above, in the budget for 2025-2026. Proposed by Cllr Trolley, seconded by Cllr Tomlinson and approved unanimously.

   18.4. Cart - Rhyas Heavy Duty Cart 500 kg - £122.50

The cart was required for moving equipment from one location to another in one transfer, thereby removing the need to leave items unsecured.

Action: The Council RESOLVED to purchase the Ryhas heavy duty cart at a cost of £122.50 as soon as finances allowed. Proposed by Cllr Tomlinson, seconded by Cllr Conway and approved unanimously.

19. To receive an update on the Emergency Plan – Cllr Ditch

This was deferred until another meeting.

   19.1. To consider adding the Emergency Plan as a standing item on the Environment and Recreation committee agendas.

This was deferred until another meeting.

    19.2. To consider attendance at the Emergency Planning Event on Monday, October 28th at the County Emergency Centre, Lincoln (L5 8EL) from 6pm to 8pm.

Action: Cllr Ditch and the Environment Caretaker to attend this event having previously expressed an interest in attending.

20. To consider the invitation from the Methodist Church for a Council representative to attend the Warm Space + Get Online event, being held on Friday, 18th October from 11 am to 1 pm.

Action: The Clerk to attend this event. Cllr Ditch and Cllr Conway had previously expressed an interest in attending and this would be confirmed.

21. To consider the formation of an Event Management Committee - Cllr Bain.

This was deferred as there were not enough councillors at this time to consider the creation of another committee.

22. To consider correspondence from the Village Hall Committee concerning an incident on Tuesday 1 October 2024 between 7.30pm and 8pm.

The Village Hall Management Committee had been invited to attend a meeting with Council to discuss the incident and advised that the police could view the Council’s CCTV footage on request.

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

      a. Application Reference: 24/0842/HOUS

Proposal: Erection of shed (retrospective).

Location: 4 Station Road Ruskington Sleaford

      b. Application Reference: 24/0886/HOUS

Proposal: Erection of summer house (retrospective)

Location: 35 Queensway Ruskington Sleaford

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

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

   b. Ruskington Scouts (via email on 9/9/2024) – Thank you for the use of the pavilion whilst the Scout Hut was being repaired following flooding.

   c. Resident -(via email on 9/9/2024) – Query regarding the outcome of the LCC flood investigation. (Advised the investigation is still underway and will be published by LCC once available.)

   d. NKDC (via email on) 25/9/2024 – Advance notice of the Section 25 notice for the lease of the public toilets (Agenda item above.

   e. LCC (via email on 25/9/2024 - Town and Parish Council Newsletter for September 2024

   f. LCC Highways (via email on 30/9/2024) – Notification of highway works on Hawthorn Close & Elmtree Road from 7 October 2024 for 4 weeks.

   g. LCC Highways (via email on 30/9/2024) – Public notice: Digby to Ruskington /B1188 40mph (speed limit) order 2024. (Published on Council’s communication channels and noticeboard).

   h. Resident (via email on 1/10/2024) –Request for update on an LCC owned tree blocking a drain on their property.  (Cllr Wright emailed and resident advised to report to LCC via Fix my Street).

   i. Resident (via email on 1/10.2024) - LCC Highways taking no action on blocked gullies.

   j. Environment Agency (via email on 1/10/2024) – Maintenance of the water courses.

   k. Ruskington Village Hall (via email on 2/10/2024) - Incident at the village hall on 1/10/2024 between 7.30pm and 8pm.

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

• Cllr Cotter reported that Cherry Willingham Parish Council had won an award for their Cherry Fields project. They had received support from residents, obtained a loan, purchased land, and created a wildflower meadow, dog exercise areas (using posts and chicken wire they had cost less than £1,000 to create), and play areas. It was questioned if Council could look for land to purchase to put to similar use and help prevent flooding in the village. An area of land had been identified, but no contact had been made with the landowner yet.
• Cllr Cox advised of parking issues on the roads around Parkfield playing fields at weekends.
• Cllr Tomlinson advised that a burnt-out bin at the playing fields had not been replaced and asked if a double bin could be located beside the MUGA. The Clerk advised that Council allocates a budget to purchase two new bins per fiscal year. Cllr Tomlinson also suggested that a Biffa bin be hired for use at the allotments rather than hire a skip.
• Cllr Cotter asked if the Lions JFC could encourage the use of reusable cups to reduce the amount of paper cups being disposed of.

26. 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.

As Councillor Bain, the Chairman of the HR Committee, was not present at the meeting it was agreed to defer items 27 and 28 below to the next meeting. Therefore, there was no requirement to exclude the public or press.

27. To consider recommendations from the HR Committee regarding staff pay for FY 2025-2026.

Deferred to the next meeting.

28. To consider recommendations from the HR Committee regarding staff pensions for FY 2025-2026.

Deferred to the next meeting.

29. To receive the Section 25 notice for the lease of the public toilets on Church Street.

Action: The Estate Management and Planning Committee to consider the Section 25 notice at its next meeting.

The Vice-chairman closed the meeting at 9.44pm.

Appendix B:

Meeting date: 8 October 2024

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 September 2024.

Actions completed since the meeting held on 10 September 2024. 

Min ref 8: SCIS Ltd transferred the parish council email domain to the .gov.uk on Sunday 15/9/2024.

Min ref 9.1. The Methodist Church has been booked for the Annual Parish Meeting on Tuesday 20 May 2025 from 6pm to 9pm.

Min ref 11.1. Mundy’s have been advised that they will be conducting the marketing and managing of the office lets. Once the renovation is complete and the offices cleaned, they will take the photos and redraw the plans.

Min ref 11.4: The public consultation for the lychgate ended at 11.59hrs on Sunday 6 October 2024. Three quotes are being obtained.

Min ref 11.5. WI Design (Quote 2) have been instructed to draw the architectural plans for the pavilion. The unsuccessful firms and university have been contacted with letters of regret. WI Design met with Cllr Trolley, Cllr Ditch, Cllr Conway, Cllr Conway, Cllr Tomlinson and the Clerk on 3 October 2024 to discuss the plans for the pavilion. The creation of an overflow car park was also discussed as an addition to the planning permission. The clerk has submitted the land registry document for the south field/pavilion to the architect. Opening times and the expected numbers of users will need to be known/estimated to inform the planning application.

Min ref 11.6: Imp Electrical have been asked to conduct the work in the changing rooms to ensure there is hot water and the solar panels can be used to heat the water. The proposed date for this is Monday 14 October 2024.

Min ref 12: Cllr Wright has been asked for written confirmation from NKDC regarding the future of Hillside. A response is awaited.

Min ref 12.2: The report from Pitch Power was received and circulated by the RFO on 12/9/2024. The RFO has emailed the Football Association with questions regarding an application for funding to improve the condition of the playing fields. (Agenda item)

Min ref 12.3: Leasingham PC have been contacted for their availability to attend a cluster meeting. They ask that Council provide a selection of dates and times. The councillor attending does work full time but can have some flexibility.

Min ref: 12.4: The revised quote for 10 posters is awaited from Cllr Cox.

Min ref 15: The Rotary Club have been informed verbally of the recommendations for locating the Christmas sleigh and advised to contact NKDC regarding the requirements for shops to open late.

Other Council Business:

Allotments – The annual skip was hired, filled, and has been removed. It has been noted that the compost bins are being misused with soil and other items being dumped in them.

• 4 plots are to be re-allocated following clearing and rotovating.
• 4 current holders to pay.
• £200.00 worth of allotment fees are due. The RFO has contacted the holders who have not yet paid. The combination for the allotment padlock will be changed.

Church yard – The grass was cut on 18/9/2024 and the cutting will be collected once the seeds have had chance to drop.

Co-option – An application pack has been issued. No application forms have been received. Publicity to encourage residents to apply is being shared on council’s communication channels and noticeboard. 

Cemetery – The grass cutting contractor cut the hedges in the last week of September. On 7/101/24 the Environment Caretaker commenced the reduction of the hedge that borders properties on Lindum Park as agreed with the residents. This was the first time the caretaker had put his chain saw training into operation. The lone working risk assessment for using a chainsaw assessment was in place.

Community Garden – Feedback on the garden remains positive.

Fire Safety Checks – The five yearly fire safety inspections of the parish office, pavilion, toilets and changing rooms are being undertaken by CQMS on 4 November 2024. This was last completed in November 2019.

• The annual inspection of the two air conditioning units in the office is also due. These are frequently used during warmer weather, especially since the new windows were installed.

Funding - The public consultation for the lychgate renovation closed on Sunday 6 October 2024 at 11.59pm. Information circulated. (Agenda item.)

• FA funding to improve the playing fields is being explored. (Agenda item.)

Garden of Remembrance – This was used for a dedication of standard event for the Ruskington veteran’s Club on Saturday 21 September 2024. It was tidied and the path weeded on 20/9/2024 in preparation for the event. The planned re-laying of the path has been pushed back to 2025, due to operational and financial reasons.

Grass cutting grant 2024 (Parish Agreement with LCC) – The RFO raised the purchase order on 25/9/2024. Council will receive £4,382.71 from LCC Highways.

Grit bins –One tonne of grit was requested from LCC for the parish council’s grit bins on 14/9/2024. These grit bins are located at the parish office and Parkfield carpark. A list of LCC grit bins that require “topping up” with grit was submitted to LCC on 13/9/2024.

Highways – LCC has responded to the petition and complaints about the pavements and are attending the ordinary meeting on 12 November at 7pm along with representatives of Virgin Media and Cllr Wright so that residents’ complaints can be discussed.

• Blocked gullies around the village have been reported to LCC via Fix My Street. Some are growing vegetation, and others are filled with rubble following road resurfacing. LCC have inspected but are taking “No action”. The Clerk has emailed LCC directly on 2/10/2024 about the blocked drains on Holme Lane and Chestnut Street following a resident’s complaint and concerns about flooding. The response is awaited.

Horseshoe Hollow – Hill Holt Wood cut the grass on 18/9/2024. A local farmer has been contacted to collect the grass cuttings.  

• A contractor to cut the hedge between the Hollow and the allotments is being arranged. This is cut every four years and will be cut in winter 2024/2025.

NKDC Litter picking grant 2024 – The clerk has applied for the NKDC waste team applied for this grant. (Agenda item)

MUGA – The lines require repainting. Quotes are being obtained.

Parkfield playing fields – A resident of Park Lea had advised that the chain link fence bordering the playing fields was hampering the replacement of their garden fence. On investigation by the Environment Caretaker, the fence in question was a metal palisade fence inside their wooden fence and within their garden. It was explained to the resident (in person and by letter, with photos) that the resident owned the fence and therefore Council could not remove it.

• It was noted at the Finance Committee meeting that the bins on the playing fields are full of disposable cups from the café facilities being provided by a football club during training and matches and they were also being collected from the field by Council caretakers. The club were meant to use reusable cups and to dispose of their own waste.

Parish Office Renovation and Conversion – The exposed pipes in the kitchen, kitchen cupboard and upstairs room have been cut level with the floor and capped as required. The contractor advised that the pipe outside on the drive cut not be cut lower as it was still in use for the air conditioning.

• The flooring has been laid throughout. A layer of plywood had to be laid in an upstairs office due to some wooden floorboards being loose.
• The Building’s Caretaker has commenced the fitting of the kitchen. The renovation contractor has been contacted as there is work for the electrician and plumber to complete before the kitchen can be fully installed.
• The letting agent advises contacted them when all the work is completed so photos can be taken, and the advertising can commence.
• The EPC assessment is being conducted on Monday 14 October for the whole of the parish office building.  This is required following the renovation of the rear of the property from a residential flat into office units.

Pavilion and Changing Rooms – The padlock codes were changed on 13/9/2024. New codes were circulated to those who required them on 13/9/24.

• The pavilion is being left in an untidy and dirty condition. The secretary of the football club has been emailed about this.
• The sports facilities (MUGA, playing fields and pavilion) are being promoted as available to hire. Publicity photos of the pavilion cannot be taken until the items belonging to a football club have been removed. The club is aware.

Play areas – The Buildings’ Caretaker is continuing the repairs and maintenance of the play equipment following the ROSPA inspection. The gates at Parkfield play area are no longer self-closing. The gates and the gateposts might require replacing as the hinges have worn away the gate posts – these were not replaced when the new fencing was erected. The gate at Elmtree was not self-closing – this required greasing and now closes as it should. Cllr Wright has been asked for written confirmation concerning Hillside play area. The response is awaited.

Public Toilets – Quotes from three contractors for cleaning the public toilets have been obtained. (Agenda item). The toilets are ready for painting inside and out.  The fence outside the ladies’ toilet is broken and will be replaced by the Building’s Caretaker at a cost of £20.00.

• NKDC has issued a Section 25 notice for renewing the lease for the toilets. (The current lease ends in 2026. (Agenda item.)

Remembrance Sunday – (Agenda item)

Signpost newsletter – (Agenda item) The waste team at NKDC have asked local councils about the possibility of sharing information regarding changes to the Christmas bin collection dates, in 2024.

Staff Matters – The Clerk is now a member of the SLCC and attended an SLCC Clerk’s networking day at Saxilby on 18/9/2024.

Staff Leave - The Clerk is on annual leave Monday 4 – Friday 8 November 2024 inclusive.

Training – The Clerk will be attended HR Training on 10 October 2024 regarding changes to employment law for 2024 and upcoming changes to employment law in 2025.

• The Admin Assistant will be attending online training on 15 October 2024 regarding improving communication for local councils.

• The Clerk and RFO attended their three yearly, in person, First Aid training on 24/9/2024 at the LALC office.

• The Clerk attended the Central Lincolnshire Design Code (parish) event on 17 September at NKDC on behalf of the Council. This was to share information on improving the design quality of buildings and spaces for residents, businesses, and visitors. Design codes set out clear design requirements for new development to follow, based upon a vision for the future of an area and design principles, or priorities agreed upon with the local community. Information from the event has been circulated to Council.

Village entry signs – These were installed on Monday 7 October 2024 by Allen Signs. Publicity will be required for this to include the children of the winning designs.

Dates for upcoming meetings –

• HR Committee meeting - Thursday 17 October at 10.30am

• Ordinary November meeting - Tuesday 12 November 2024 at 7pm at the Winchelsea Centre. LCC Highways, Virgin Media and Cllr Wright will be attending the public session to discuss residents’ concerns about the condition of the pavements following cabling works.