Ruskington Parish Council

 

Minutes of the Annual Meeting of Ruskington Parish Council held on Tuesday 13 May 2025 at the Winchelsea Centre, 11 High Street North, Ruskington, NG34 9DY at 7pm.

Present:	Chairman	Cllr O Ditch
Councillors:		Cllr Bain, D Conway, S Cotter, S Hislop, M Trolley, Cllr Jennings
Also, in attendance:		Mrs Kathryn Locke - Clerk to Council, Miss Kirsty Sinclair (RFO)
Apologies:		Cllr G Cox, Cllr L Tomlinson.

Also present: County & District Councillor R Wright, a candidate for co-option to council, the Environment Caretaker, and four residents (members of staff from Little Steps Nursery, in relation to agenda item 14.1.).

 

Public session: This was held immediately after the Chairman was elected (agenda item 1 below).  Four colleagues from Little Steps Nursery spoke about their plans to organise a fundraising event in aid of Lincolnshire Air Ambulance at Parkfield playing field and pavilion on Saturday 19 July 2025. The event was not being hosted by the nursery and the residents hoped that Council would co-host the event by allowing use of its public liability insurance for the event. They explained the reason for wanting to hold the event and advised that the event would be open to the public. The organisers hoped to have stalls and vendors, activities, local dance groups and a DJ. They answered questions from Council. Council advised not to underestimate the time and effort it took to organise an event like this, but councillors may be able to help. Terms and Conditions would need to be agreed and a risk assessment, including reference to Martyn’s Law, supplied; businesses would need to provide evidence of their own insurances, and must remove their own waste as neither the parish nor district council could undertake this. Car parking and marshals, health and safety and first aid provision would also need to be organised. Suggestions for people who had experience in arranging events such as this were made. The Chairman thanked the organisers for their attendance, advised that Council would consider their request later in the meeting and advised that they were welcome to stay for the rest of the meeting, or they could leave. The residents thanked Council for its time and consideration of the matter and left the meeting.

 

1. To elect a Chairman for the civic year.

No nominations had been received prior to the meeting.

Action: Cllr Ditch was elected as the Chairman of Council for the ensuing civic year. Proposed by Cllr Conway, seconded by Cllr Trolley and approved unanimously.

 

 

2.  To receive a Declaration of Acceptance of Office of Chairman for Ruskington Parish Council.

Cllr Ditch signed the Declaration of Acceptance of Office of Chairman.

 

3. To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting.

Cllr Cox and Cllr Tomlinson were unable to attend the meeting and had sent their apologies.

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

 

4. To receive declarations of interest and to consider applications for dispensations in relation to DPIs. Disclosure of Pecuniary and Non-Pecuniary Interests is to be in accordance with the Localism Act 2011 and to consider any applications for dispensations in relation to DPIs.

None were declared at this time.

 

5. To approve as a correct record the notes of the meeting held on Tuesday 1 April 2025.

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

 

6.   To elect a Vice- Chairman for the civic year.

Cllr Cox had nominated himself for the position of Vice-chairman prior to the meeting. No other nominations had been received.

Action: The Council RESOLVED to elect Cllr Cox as the Vice-chairman of Council for the ensuing civic year. Proposed by Cllr Conway, seconded by Cllr Trolley and approved unanimously.

 

7.  To consider the co-option of Mr Bernard Harrison to Ruskington Parish Council.

Mr Harrison met the eligibility criteria and had fulfilled the requirements of the co-option policy.

Action: The Council RESOLVED to co-opt Mr Harrison to Council. Proposed by Cllr Cotter, seconded by Cllr Bain and approved unanimously.

Cllr Harrison signed his Acceptance of Office as a member of Ruskington Parish Council and joined the meeting. The Clerk advised that although Cllr Harrison could take part in the discussions of agenda items he would be unable to vote at this meeting as he had not received the papers prior to the meeting.

 

At this point in the meeting, the Chairman asked Council if agenda item 12 (To receive the District and County Councillors Reports) could be considered next, to enable Cllr Wright to leave the meeting.

Action: The Council RESOLVED to move agenda item 12 to agenda item 8. Proposed by Cllr Trolley, seconded by Cllr Jennings and approved with seven votes for and one abstention (unable to vote at this meeting).

 

8. To receive the District and County Councillors’ reports – for information only.

Cllr Wright reported the following:

County Council:

• He had been re-elected as the County Councillor for Ruskington in the council elections on 1 May 2025.
• The new county council would hold its first meeting next week.
• Councillors would be appointed to committees at this meeting.
• LCC Highways were to investigate and clear the drains in Ruskington, monitoring any defects or pinch points.
• Stantec, whom LCC had contracted to undertake the monitoring and modelling for flood prevention measures, were a respected firm.

 

District Council:

• A letter expected from Central Government in response to a proposal for required local government restructuring was overdue.
• NKDC was on track with its business.
• Cllr Wright was making a video in response to comments made about NKDC’s plans for the Carre Arms.

Cllr Wright answered questions about the proposed move to a unitary authority. This was expected to take 2-3 years. He was also asked about parking issues on Parkfield Road following the opening of a new hair salon on High Street North. Cllr Wright advised that this was a matter for the police.

Cllr Wright was asked for clarity about the criteria for the S106 claim, as suggestions put forward were being declined by NKDC. Cllr Wright agreed to investigate why the criteria stipulated a playing field in an adjacent field to the development.

The Chairman thanked Cllr Wright and Cllr Wright left the meeting.

 

9. To agree the Committees and Working Groups of Council

Action: The Council RESOLVED to keep the committees as they were (Finance, Estate Management and Planning, HR, and Recreation and Environment). The Recreation and Environment Committee would undertake event planning as required. Proposed by Cllr Trolley, seconded by Cllr Hislop and approved with seven votes for and one abstention (unable to vote at this meeting).

   9.1. Appointment of members to serve on Committees and Working Groups of Council, as required.

Members were keen to stay on the committees they already served on. Cllr Harrison and Cllr Conway expressed interest in joining the Finance Committee. It was noted that the Terms of Reference for the Finance Committee would require amendment to enable this. Currently membership was limited to the chairman and vice- chairman of council and the chairman or a representative from each standing committee. As Cllr Cox and Cllr Tomlinson were not present at the meeting and were unable to advise which committees they would like to join, Council would consider their appointments at another meeting.

Action: The Council RESOLVED the following appointments to its committees:

Finance Cttee - Cllr Ditch (as Chairman of Council), Cllr Cox (as Vice-chairman of Council), the Chairman of each standing committee (once elected), or a representative from each committee, Cllr Conway and Cllr Harrison.

HR Committee - Cllr Bain, Cllr Jennings, Cllr Conway

Estate Management & Planning - Cllr Trolley, Cllr Ditch, Cllr Hislop, Cllr Trolley, Cllr Tomlinson

Recreation & Environment Committee – Cllr Trolley, Cllr Cotter

Proposed by Cllr Conway, seconded by Cllr Jennings and approved with seven votes for and one abstention (unable to vote at this meeting).

 

10. Appointment of representatives to outside bodies: -

   10.1. Ruskington Emergency Plan Committee

Action: The Council RESOLVED to appoint Cllr Ditch to the Emergency Planning Committee, with other councillors supporting in emergency situations as they could. Proposed by Cllr Trolley, seconded by Cllr Bain and approved unanimously.

   10.2. Ruskington Village Hall Management Committee

Action: The Council RESOLVED to appoint Cllr Conway as the representative to the Village Hall Management Committee. Proposed by Cllr Hislop, seconded by Cotter and approved with seven votes for and one abstention (unable to vote at this meeting).

 

11. Financial Matters.

All information had been circulated prior to the meeting.

   11.1. To nominate and approve the bank signatories.

Action: The Council RESOLVED to continue with the current Members as bank signatories: Cllr Ditch, Cllr Bain, and Cllr Trolley. Proposed by Cllr Cotter, seconded by Cllr Jennings and approved with seven votes for and one abstention (unable to vote at this meeting).

   11.2. To approve the payments made and consider the invoices for payment received since the meeting held on 1 April 2025.

Action: The Council RESOLVED to approve all the payments. Proposed by Cllr Bain, seconded by Cllr Hislop and approved with seven votes for and one abstention (unable to vote at this meeting).

   11.3. To consider /approve the bank reconciliations for March and April 2025.

Action: The Council RESOLVED to approve the bank reconciliations for March and April 2025. Proposed by Cllr Jennings, seconded by Cllr Bain and approved with seven votes for and one abstention (unable to vote at this meeting).

   11.4. To receive an end of year financial report for 2024-2025 and consider recommendations made by the RFO and Finance Committee regarding budget monitoring.

The RFO presented an overview of the end of year finances. These had previously been scrutinised by the Finance Committee. At the end of the 2024-2025 financial year expenditure was within the agreed budget but reserves were extremely low due to unexpected expenditure for the solar panels at the changing rooms and the replacing the bridge in Horseshoe Hollow. Out of the £11,422 in reserves, £9,148 was CIL money to be used for eligible community projects. Extra, unforeseen income of £6,200 had been received throughout the year. The RFO recommended that finances be moved between allocated budgets (virement) as required to avoid overspend, and quarterly Finance Committee meetings be held to review the budget and reserves.

Action: The Council RESOLVED to approve these recommendations. Proposed by Cllr Jennings, seconded by Cllr Cotter and approved with seven votes for and one abstention (unable to vote at this meeting).

    11.5. To review reserves and consider transferring £10,000 from the current account to the building society count with immediate effect and a further £10,000 on receipt of the second instalment of the precept in October 2025.

Action: The Council RESOLVED to transfer £10,000 from the current account to the building society account with immediate effect and to transfer a further £10,000 on receipt of the second instalment of the precept in October 2025. Proposed by Cllr Trolley, seconded by Cllr Jennings and approved with seven votes for and one abstention (unable to vote at this meeting).

   11.6. To complete via vote all statements of the Annual Governance Statement 2023/2024 (Section 1) of the Annual Governance and Accountability Return.

Each statement in Section 1 was read out individually for Council to consider and vote on.

Action: The Council RESOLVED by vote to approve all statements on of the Annual Governance and Accountability Return (Section 1) for 2023-2024. Proposed by Cllr Trolley, seconded by Cllr Conway and approved with seven votes for and one abstention (unable to vote at this meeting).

   11.7. To approve via vote the Accounting Statements 2023/2024 (Section 2) of the Annual Governance and Accountability Return.

Each statement in Section 2 was read out individually for Council to consider its accuracy.

Action: The Council RESOLVED to approve by vote the accuracy of the Accounting Statements (Section 2) of the Annual Governance and Accountability Return for 2023-2024. Proposed by Cllr Trolley, seconded by Cllr Cotter and approved unanimously.

   11.8. To consider the recommendation of the Finance Committee for the valuation of the parish owned properties for insurance purposes.

Information had been shared prior to the meeting. Further, redacted, quotes had been obtained, and clarification had been obtained concerning one of the earlier quotes received. The quote for the insurance renewal (from 1 June 2025) had been received on 14 May 2025, after the agenda had been published. As the end of term for the current policy was imminent, Council agreed to consider this although it was not an agenda item.

Action: The Council RESOLVED to accept Quote 1 (Cardinus) at a cost of £450.00 for the valuation of the parish office property, the pavilion, and changing rooms for insurance purposes, to accept the renewal quote at a cost of £4,237.30 for the year, and to agree to a Long Term (three year) Arrangement. Proposed by Cllr Cotter, seconded by Cllr Bain and approved with seven votes for and one abstention (unable to vote at this meeting).

   11.9.  To ratify the costs for new electricity provider.

The RFO gave an update on the agreed change to a new electricity provider. The pavilion had moved over to Corona but issues with ending the contract and changes to the exit fees for the public toilets and parish office continued. Corona’s legal team was investigating these issues directly with Pozitive Energy.  

Action: The Council RESOLVED to approve the costs for the new electricity provider. The RFO to update the information on the exit fees, to provide recent monthly meter readings and the actual costs for the year. Proposed by Cllr Conway, seconded by Cllr Bain and approved with seven votes for and one abstention (unable to vote at this meeting).

   11.10. To consider an eligible community project following receipt of £4262.42 of CIL funding from NKDC following development of land east of Lincoln Road and north of Springfield Road (Flaxwell Fields).

Action: Council to consider projects. One idea put forward was to put the CIL money towards the Hexpave system for the proposed extension to the carparking at Parkfield playing fields.

 

   11.11. To receive an update on the s106 contribution from the development of land east of Lincoln Road and north of Springfield Road (Flaxwell Fields).

Due to interest being added the contribution at the end of April 2025 was £191,235.46. The Clerk was submitting suggestions to NKDC for their consideration, but these were being rejected.  As mentioned above, Cllr Wright had agreed to investigate the eligibility criteria for the claim.

   11.12. To consider the quotes for the emergency repairs to the exterior wall at the public toilets on Church Street.

Expressions of interest had been shown, and two contractors had made a site visit. One quote had been received, and this had been circulated (redacted) prior to the meeting.

Action: The Council RESOLVED to approve a quote from A1 Building Contractors at a cost £1,308.84. The wall was to be rebuilt. Proposed by Cllr Conway, seconded by Cllr Trolley and approved with seven votes for and one abstention (unable to vote at this meeting).

 

12. Consider /approve of the following documents and consider any amendments recommended: -

The documents had been circulated prior to the meeting.

   12.1.  Standing Orders (Revised in April 2025 to reflect changes to Financial Regulations)

Action: The Council RESOLVED to adopt the revised Standing Orders. Proposed by Cllr Trolley, seconded by Cllr Hislop and approved with seven votes for and one abstention (unable to vote at this meeting).

   12.2.  Financial Regulations (Revised in March 2025 following changes to procurement legislation).

Action: The Council RESOLVED to adopt the revised Financial Regulations. Proposed by Cllr Trolley, seconded by Cllr Jennings and approved with seven votes for and one abstention (unable to vote at this meeting).

   12.3.  Code of Conduct

Action: The Council RESOLVED to adopt the Code of Conduct. Proposed by Cllr Bain, seconded by Cllr Jennings and approved with seven votes for and one abstention (unable to vote at this meeting).

   12.4.  Terms of Reference for:

      a. The Chairman

      b. The Vice-Chairman

      c. Finance Committee

      d. HR Committee

      e. Delegates to outside agencies

Action: The Council RESOVLED to approve Terms of Reference 12.4.a, b, d, e above, but not item 12.4.c (Finance Committee) as this required amending to enable all interested Councillors to be appointed. Proposed by Cllr Cotter, seconded by Cllr Jennings and approved with seven votes for and one abstention (unable to vote at this meeting).

   12.5. Volunteer policy/ agreement for the Ruskington Area Veteran’s Group to undertake volunteering activities in the Garden of Remembrance as authorised by the Parish Council.

Action: The Council RESOLVED to approve the volunteer policy for the Veterans’ Group. Proposed by Cllr Jennings, seconded by Cllr Hislop and approved with seven votes for and one abstention (unable to vote at this meeting).

   12.6. Revised CCTV policy as recommended by the Recreation & Environment Committee.

Action: The Council RESOLVED to adopt the revised CCTV policy. Proposed by Cllr Trolley, seconded by Cllr Conway and approved with seven votes for and one abstention (unable to vote at this meeting).

         

13. To finalise the arrangements for the Annual Parish Meeting on Tuesday 20 May 2025 at 6.30pm at Ruskington Methodist Church and agree councillor roles for the event.

Information had been circulated prior to the meeting. Eleven groups and venues had agreed to have an information stand. The Co-op had agreed to donate £30.00 worth of refreshments. Cllr Bain advised that he was seeking the required permissions for his Timeline of Ruskington History, but this may take a different format to originally planned.  LCC’s Flood and Water Manager had agreed to give a formal presentation about the Section 19 recommendations following flood events in the village and this would be the second item on the agenda. Cllr Wright had sent apologies as he was out of the county on Council business.

 

At 8.45pm a comfort break was held, and the chairman closed the meeting. The meeting reconvened at 8.50pm.

 

14. To consider an application to hold a fund-raising Park Run at Parkfield playing fields, if available, and consider the fees and terms and conditions for hire of the facilities.

No application or information for this event had been received for Council to consider.

   14.1. To consider a request from employees at First Steps Nursery to hold a fundraising day at Parkfield playing fields on Saturday 19 July 2025 in aid of the Lincolnshire Air Ambulance, and for the Parish Council to co-host this event by allowing the organisers to use the Council’s public liability insurance.

This had been discussed with the event organisers in the public session above.

Action: The Council agreed in principle to support the fund-raising event but required further information before a final decision could be made. Proposed by Cllr Conway, seconded by Cllr Cotter and approved with seven votes for and one abstention (unable to vote at this meeting).

   14.2. To consider solutions to reduce inconsiderate and nuisance parking at Parkfield playing fields, the village hall, and neighbouring streets.

Suggestions to improve the parking included: using the CIL money to create the proposed additional car parking at Parkfield; closing the access from Parkfield Road but still allowing access to the village hall car park; for the Village Hall Management Committee, or its users, to liaise with the football teams directly to find solutions, and for Cllr Conway to discuss the parking issues with the Village Hall Management Committee at its meetings.

 

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

This had been circulated prior to the meeting. The Clerk reminded Council of the need for correspondence to be sent out by the Clerk on behalf of the Council and not by individual councillors.

   15.1. To ratify / approve the Clerk’s application to apply for a Little Book Stop for locating in the community garden as part of the 90th anniversary of Penguin books.

If successful, the Book Stop would be supplied and installed by the organiser of the scheme, and books would be donated and borrowed by the community.

Action: The Council RESOLVED to approve the application for a Little Book Stop for the community garden. Proposed by Cllr Bain, seconded by Cllr Trolley and approved with seven votes for and one abstention (unable to vote at this meeting).

 

16. To consider the revised management plan for Horseshoe Hollow as recommended by the Recreation and Environment Committee.

The Environment Caretaker was invited to give an overview of the revised management plan and answered questions.

Action: The Council RESOLVED to adopt the revised management plan for Horseshoe Hollow. Proposed by Cllr Cotter, seconded by Cllr Hislop and approved with seven votes for and one abstention (unable to vote at this meeting).

   16.1. To consider the designation of Horseshoe Hollow as a local nature reserve, as recommended by the Recreation and Environment Committee.

The Environment Caretaker was invited to give an overview of the designation process, the benefits of the designation, and answered questions.

Action: The Council RESOLVED that designation as a Local Nature Reserve should be sought for Horseshoe Hollow. Proposed by Cllr Cotter, seconded by Cllr Trolley and approved with seven votes for and one abstention (unable to vote at this meeting).

 

17. To consider an ash dieback action plan for the ash trees owned by Ruskington Parish Council, as recommended by the Recreation and Environment Committee.

The Environment Caretaker was invited to explain the action plan and answered questions from Council. An initial survey of the ash trees would take place between June and September 2025.

Action:  The Council RESOLVED that the Environment Caretaker could create a dieback plan for the ash trees owned by the Council. Proposed by Cllr Conway, seconded by Cllr Jennings and approved with seven votes for and one abstention (unable to vote at this meeting).

 

18. To consider ways to commemorate VJ 80 day on Friday 15 August 2025, or the end of the war and agree any expenditure.

Action: To Clerk to find out what the Veteran’s Group was planning to commemorate VJ 80 Day / the end of the war. To consider spending up to £250.00 for a cream tea/ garden party in the community garden at a date to be confirmed and to purchase additional lamp post displays. Proposed by Cllr Cotter, seconded by Cllr Conway and approved with seven votes for and one abstention (unable to vote at this meeting).

 

At this point, the Environment Caretaker left the meeting.

 

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

      a. Planning Application Reference: 25/0300/HOUS

 Proposal:  Erection of porch

 Location:   46 Hillside Estate Ruskington Sleaford Lincolnshire NG34 9TJ

Action: The Council had no objections to this application.

      b. Planning Application Reference: 25/0358/FUL

Proposal: Proposed change of use and conversion of existing dwellinghouse (use class

C3) to form extension to existing retirement home (use class C2)

Location:   2 Holme Lane Ruskington Sleaford Lincolnshire NG34 9DN

Action: Council required further information on parking provision at the retirement home before it could comment further.

      c. Planning reference PL/0016/25

Development: for proposed erection and operation of biogas plant (biogas generated on site upgraded to biomethane, with a range of by-products for export) including connection to the national gas transmission system, associated highway modifications (including new road link to Moy Park facility from the a153), proposed landscaping and associated development (including pipeline connections)

Location: Land to the west of Moy Park facility and the south of the a153, Anwick

Grid reference: 510848 350225 (Responses to LCC.)

The Environment Committee had scrutinised the application in detail and no concerns had been raised. The biogas plant was not expected to have an impact on Ruskington village.

Action: Comments from the Planning and Recreation and Environment Committees to be sent to LCC (NKDC copied in) and ask if the area for the Biodiversity Net Gain could be increased.

     d. Planning Application Reference: 25/0455/FUL

 Proposal:  Retrospective application for siting an InPost Parcel Locker

 Location:   Ruskington Convenience Store 30 - 32 Millview Road Ruskington Sleaford

Action: The Council had no objections to this retrospective application.

     e. PNTEL PO1

Removal of the phone box on Lincoln Road, Ruskington. Copy of draft approval notice received on 15/4/2025 for Council to comment on by 14/5/2025. (NKDC has sent a copy to the Secretary of State. Use of the phone box has decreased form 12 uses in 12 months to 6 uses in 12 months.)

One member of the public had emailed Council to object to the phone box’s removal.

Action: The Council had no objections to the phone box being removed.

     f. Application Reference: 24/1158/HOUS

Proposal: Erection of single and two storey front extension, single storey side extension forming a new porch, conversion and extension of existing stable block to form Annex ancillary to the existing house. (Amended Description)

Location: 1 Manor Street Ruskington Sleaford

This application had been APPROVED by NKDC.

   g. Application Reference: 25/0502/HOUS

 Proposal:  Erection of a 2-storey extension and front porch.

 Location:   49 Westbeck Ruskington Sleaford Lincolnshire NG34 9GU

Action: The Council had no objection to this application.

 

   19.1. To receive notification of planning applications approved by NKDC.

      a. Application Reference: 23/1093/FUL

Proposal: Erection of 3no. dwellings and formation of new vehicular access to Rectory Road

Location: Land North Of Rectory Road Ruskington Sleaford (Notice of approved planning permission received on 31/3/2025)

      b. Application Reference: 25/0095/FUL

Proposal: Erection of detached garden building

Location: 77 Westcliffe Road Ruskington Sleaford (Notice of approved planning permission received on 31/3/2025)

Proposal: Erection of single and two storey front extension, single storey side extension

forming a new porch, conversion and extension of existing stable block to form Annex

ancillary to the existing house. (Amended Description)

Location: 1 Manor Street Ruskington Sleaford (Notice of approved planning permission received on 23/4/2025).

  

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

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

b. LALC (via email on 31/3/2025 – March Training Bulletin

c. Internal auditor (via email on 31/1/2025) – Internal audit report and completed checklist for 2024-2025. (Reviewed by Council at its meeting on 1/4/2025).

d. LCC (via email on 31/3/2025) – Invitation and date for Ruskington Parish Council to meet with LCC Flood team and Stantec in Ruskington to investigate flood events.

e. Anwick resident (via email on 31/3/2025) – Request to speak at the Council meeting on 1/4/2025 to raise awareness of the proposed biogas plant in Anwick. (The Clerk advised that they would be welcome to attend the public session commencing at 7pm.)

f. Anwick resident (via email on 1/4/2025) – Advised that they were unable to attend the Council meeting on 1/4/2025 to raise awareness of the renewable biogas plant proposed for Ruskington.

g. Gallagher (via email on 1/4/2025) Spring newsletter from Council’s insurance company.

h. LALC (via email on 1/4/2025) – Changes to the model Standing Orders issued by NALC. (Council’s Standing Orders will be updated accordingly and in line with the revised Financial Regulations.)

i. National Lottery Heritage Fund (via email on 1/4/2025) – Update on the funding application and consent to start the lychgate renovation.

j. ICCM (via email on 3/4/2025) - Public consultation regarding EA Standard Rules Permits for cemeteries.

k. NKDC (via email on 3/4/2025) - Statements of Persons Nominated for the County Council and CCA Mayoral elections on 1 May 2025. (Displayed as requested.)

l. NKDC (via email on 5/4/2025) – Draft condition report and list of fixtures and fittings for the public toilets on Church Street undertaken on 24/3/2025.

m. NKDC (via email on 5/4/2025) – ID posters for the elections on 1 May 2025. (Shared as requested).

n. Resident (via email on 5/4/2025) – Littering (especially of cigarette butts outside a barber’s shop on High Street South). The Clerk has spoken to a staff member and issued a letter.

o. Resident (via email on 7/4/2025) – Thank you for the “Important Update for Ruskington” post regarding the ducks on 1 April 2025. (Comments passed on to the Admin Assistant who created the April Fool’s post.)

p. Ruskington Bingo Co-ordinator (by email on 8/4/2025). Complaint about an interaction with a member of the Lions JFC regarding parking at the Village Hall. (Email forwarded to the secretary of the Lions JFC with the consent of the Co-ordinator).

q. Resident (via email on 8/4/2025) – Expression of interest made in sponsoring a flower tub beside the Beck. (The Clerk responded with information).

r. Resident (by email on 8/4/2025) – Copied into email sent to PC Green and the ASBO Team at NKDC with a report of drug taking and drug taking paraphernalia being left in Horseshoe Hollow. (This follows an in-person complaint made to Council on 7/4/20.)

s. National Infrastructure Planning (by email on 9/4/2025) – Invitation to attend a preliminary meeting regarding the proposed Springwell solar farm on 7 May 2025.

t. LCC Flood Team (by email on 14/4/2025) – Revised dates for the flood team to visit Ruskington and meet with members of Council.

u. Resident (by email on 15/4/2025) – Photos to show the crumbling edge of the public footpath alongside the allotments. (Clerk reported this to LCC Highways via Fix My Street on 15/4/2025).

v. NKDC Planning (by email on 15/4/2025) – Copy of draft decision (agreed) for the removal of the phone box (PCO1) on Lincoln Road. NKDC has sent a copy to the Secretary of State. (Agenda item.)

w. Resident (by email on 16/4/2025) – Information for the RFO regarding sponsorship of a tub beside the Beck (please see q above).

x. LCC Flood Team (by email on 16/4/2025) – Date and time for a meeting with representatives of Council regarding flood events in Ruskington. (Tuesday 13 May 2025 at 10am.)

y. RAF Cranwell (by email on 23/4/2025) – Request to use the pavilion for 15 minutes on 24/4/2025 prior to personnel setting off on a heritage trek to support of Royal Air Force and Allied Forces personnel. (Approved by the Clerk.)

z. LALC (by email on 23/4/2025) – Information on, and a link to, a new Lincolnshire Armed Forces Community Directory.

aa. Resident (by email on 23/4/2025) – Complaint regarding grass cuttings covering a headstone and silk flowers in Sleaford Road cemetery. (Responded to by the Clerk on 23/4/2025

bb. Climate Change Team at NKDC (by email on 23/4/2025) – Free signs available for promoting the community orchard created as part of the Coronation Living Heritage Fund. (The Clerk has requested a sign).

cc. Ruskington and Area Veteran’s Group (by email on 23/4/2025) – Proposal for the veterans to volunteer to help maintain the Garden of Remembrance under direction from the Council/ Environment Caretaker. (The Chairman, Cllr Hislop and Clerk met with a representative of the veteran’s group on 24/4/2025 to discuss. Agenda item.)

dd. NKDC (by email on 24/4/2025 and 25/5/2 – Update on the s106 contribution from the development of land east of Lincoln Road and north of Springfield Road (Flaxwell Fields).

ee. M.O.D. (by email on 28/4/2025 and 29/4/2025) – Audit of grave deeds held by the Ministry of Defence for a member of military personnel interred in Sleaford Road cemetery. (Information provided.)

ff. LCC (by email on 29/4/2025) – Town and Parish Newsletter for April 2025.

gg. Resident (by email on 30/4/2025) – Suggestion for Council to erect anti-littering posters in the village to educate the community and reduce littering.

hh. Member of public (by email on 30/4/20245) – Objection to the public payphone on Lincoln Road being removed. (Agenda item.)

ii. Architect (by email on 6/5/2025) – Updated plans for the proposed pavilion and overflow carparking following the small sites assessment.

jj. Employee of First Steps Nursery (by hand on 6/5/2025) – Request to hold a fundraising event at Parkfield playing files on 19/7/2025 and for the Council to co-host this event by allowing the organisers to use the Council’s public liability insurance. (Agenda item.)

kk. Resident (by email on 7/5/2025) – Poor condition of Hillside play area. (Caretaker sent to inspect).

ll. NKDC (by email on 7/5/2025) - Declaration of election results - Lincolnshire County Council division. (Displayed as required on Council’s website and noticeboard).

 

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

• Cllr Bain suggested that, with prior permission, the car parks at the Pilgrim Factory, St George’s Academy and Winchelsea Primary School might be used for car parking for events in the village.

 

22. To resolve whether to exclude the public and press, in accordance with the Public Bodies (Admissions to Meetings) Act 1960, to discuss the following legal matter below.

Action: The Council RESOLVED to exclude the public and press to discuss the legal matter below. Proposed by Cllr Bain, seconded by Cllr Jennings and approved with seven votes for and one abstention (unable to vote at this meeting).

 

The Chairman closed the meeting at 9.39pm. The meeting reconvened at 9.39pm.

 

23. To consider/ approve the amended draft lease for the public toilets following inclusion of the disabled facilities and receipt of a condition report. The lease agreement to be signed and returned by 1 July 2025 (extended deadline).

Action: The Council RESOLVED to approve the amended draft lease. Proposed by Cllr Conway, seconded by Cllr Trolley and approved with six votes for and two abstentions (one councillor unable to vote at this meeting).

Cllr Ditch and Cllr Trolley signed the lease agreement.

  

The Chairman closed the meeting at 9.45pm.

Clerk’s Report for the AMPC/ May 2025 meeting.

Meeting date: 13 May 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 1 April 2025.

Min ref 4.3. The RFO has negotiated the end of contract with Pozitive Energy and a new contract with Corona for the supply of electricity to the parish office, public toilets, pavilion/changing rooms. The exit fees were paid on 7/4/2025. Even with the exit fees, the Council will be saving a substantial amount of money on its electric bills. Update on 2/5/2025. Pozitive Energy are disputing the costs previously quoted for the early exit from the contract.

Min ref 4.6: The internal auditor’s report and checklist for 2024-2025 have been published on the Council’s website.

Min ref 7: The HR policies adopted at the meeting have been published on the website and shared with staff.

Min ref 10: Cllr Cotter and the NKDC ecologist met online on 4/4/2025 to discuss the small sites assessment and the inclusion of the 'urban' habitat, i.e. the land covered by Parkfield car park in the baseline. Specification for the Hexpave was requested as this was not specified in the planning application. The architect has amended the planning application drawing to meet with the requirements of the small sites assessment. All information has been sent to the planning officer.

Min ref 12. On 3/4/2025 an Exclusive Rights of Burial Grant has been purchased for the pre-purchase of cremation plot New West Border 35 in Sleaford Road cemetery at a cost of £200.00.

Min ref 13.1. The Secretary of the Lions JFC has been advised that their application for the football tournament on 28/29 June 2025 has been approved and a donation for the use of Parkfield facilities has been invited. T&Cs for use of the facilities for this event have been issued but not yet signed and returned.

Min ref 16: The Buildings Caretaker is investigating business signage for the parish office that allows business names to be slotted in and removed. After research, the caretaker reports that allowing individual business signs would be the most cost -effective and easiest way to advertise the businesses, with no ongoing maintenance required by Council.  Businesses would purchase their own signs of an agreed size for Council to erect.

Min ref 17: The resident who asked about purchasing and displaying a hedgehog crossing sign for Elmtree Road has been advised that Council support this, but consent must be sought from LCC Highways. The resident to purchase and erect the sign once permission from LCC has been granted.

Min ref 21: The contract cleaner for the public toilets (AAFD) has been advised of the extension to their contract (until 31 March 2026). An extension to the contract was signed by both parties on 7/7/2025.  This will be reviewed as part of the budget setting and review of staff roles/job descriptions at the end of this year (Nov/Dec).

 

 

Other Council Business:

Allotments – As no response was received form the former lease holders of an allotment plot, correspondence from Council, dated 25/3/2025, was posted to the home address – tracked and signed for on 1/4/2025.  Notification that the email and letter had been delivered to the former leaseholder’s email address on 25/3/2025 was included with the letter. As of 29/4/2025, no response has been received from the former allotment holder.

All Saints Church Clock – On 14/4/2025 the Clerk has contacted a horologist for the servicing of the exterior clock at the parish church. This is undertaken every few years at the request of the Church.

Annual Parish Meeting on 20 May 2025 at 6.30pm at Ruskington Methodist Church – The following groups are having information tables at the event: Ruskington WI, One You Lincolnshire, Sleaford Rural Policing Team, All Saints Parish Church, South Lincs Church, Ruskington Methodist Church, Ruskington Parish Council, Ruskington Community Library, Ruskington WI and Ruskington area Veterans’ Group.  Councillor Wright and Councillor Waldeck will be attending, and Councillor Wright has agreed to give a presentation on the proposed changes to local government in Lincolnshire (county and district councils) It is not known at this time who the county councillor for Ruskington will be on 20 May 2025. Ruskington Co-op are donating £30.00 worth of refreshments for the event (tea, coffee, milks, sugar, biscuits and buns). Councillors are required please to help meet and greet, serve refreshments, set up and clear away. 

Attendance at events -– Following invitation, the Clerk and Chairman attended the NKDC Parish and Town Council Forum at the NKDC offices, on 10 April 2024 to meet the new CEO of NKDC and hear the proposal for the devolution of Lincolnshire councils and changes to the planning framework.

Audit – On 23/4/2025, the internal auditor, allocated by LALC, completed the end of year internal audit and signed the AGAR form. The report has not yet been received.

• External audit – all AGAR information to be submitted to the external auditor PKF Littlejohn by Tuesday 1 July 2025. (Agenda item.)

Benches – The Buildings’ Caretaker has commenced the painting and maintenance of the village benches and has repaired broken slats on the benches outside the library on behalf of Ruskington WI. A broken bench, beyond repair, has been removed from the cemetery.

Book Access Point – The Clerk has applied for a book access point for the community garden as organised by Penguin Books to celebrate their 90th anniversary. This will be supplied and installed by the organisers of the scheme. The community will be encouraged to donate and borrow the books.

Cemetery – A second area for the interment of cremated remains has been identified on the south border. The Clerk and Environment caretaker are reviewing how many cremation plots can be created in the cemetery and the expected lifespan of the cemetery. (Agenda item.)

• Complaints about the condition of the cemetery have been received- mainly grass cuttings being left on the ground and on memorial headstones.

Changing rooms – the Building’s Caretaker has replaced a broken toilet seat.

Co-option – One expression of interest or applications for co-option has been received. The applicant met with the Chairman and Clerk on 26/3/2025 and observed the ordinary meeting on 1/4/2025. (Agenda item.)

• The “Become a Councillor” campaign continues on Council’s communication channels.

Community litter- pick – The 2nd community litter pick planned for Saturday 12 April 2025 was cancelled due to unforeseen circumstances.

Donations to Council – A resident has donated the following trees (saplings) to Council:- 8 Horse Chestnut (Aesculus hippocastanum), 3 Oak (Quercus robur), 1 Sycamore (Acer pseudoplatanus), 1 Walnut (Juglans regia), 4 Cherry (Prunus sp.), 14 Hazel (Corylus avellana). The Environment Caretaker will be planting these in Horseshoe Hollow and will advise the donor when this has been done. A thank you letter has been sent.

• A donation of £200 has been received from a resident to sponsor a tub beside the Beck. The resident will also be providing the plants for the tub and a brass plaque which the Building’s caretaker will affix to the tub.

Changing rooms – Information from Cllr Tomlinson is awaited regarding the requirements to provide hot water for the sinks and showers, following a visit to the changing rooms with the Buildings’ Caretaker to discuss the issues and made a video call with a contractor. No information from this meeting has been received.

 

Electricity provider- Issues concerning exit fees for with leaving the current provider are being dealt with by the RFO and the new provider’s legal team.

Fire extinguisher inspections – Firestop has been asked to undertake the annual inspection of the fire extinguishers in June 2025 (parish office, store room, machinery shed, workshop, pavilion & changing rooms). Costs are included with the agreed budget for FY 2025-2026.

Financial Regulations and Standing Orders– These have been updated to reflect government changes to procurement legislation and are in line with NALC’s model document. (Agenda item.)

Football tournament – The Clerk has sent the Lions JFC Terms & Conditions for the use of the Parkfield playing fields and the pavilion for the football tournament on 28/29 June 2025.

Garden of Remembrance - The Ruskington Veteran’s Group has expressed an interest in volunteering in the garden; undertaking such tasks as weeding, dead heading plants, and raking up leaves. The Clerk met with a representative of the Veteran’s Group on 24/4/2025 to discuss. The Environment Caretaker would still undertake grass cutting, tree and hedge work and any tasks carried out by the Group would be under the direction of the Council/ Environment Caretaker. A specific volunteer policy has been created by the Clerk, Cllr Ditch and Cllr Hislop within input from the Environment Caretaker.

Horseshoe Hollow – Simpsons will be carrying out work to a tree on the path between Lincoln Road and Horseshoe Hollow on 22/5/2025.  The property owner is aware.

• The Buildings’ Caretaker has cut back ivy and removed a bush (after checking for bird activity) that were damaging a garden fence at a property backing onto the footpath between Lincoln Road and Horseshoe Hollow.  
• Reports of drug taking and anti-social behaviour in Horseshoe Hollow were received on 7/4/2025. Drug taking apparatus is being left in the Hollow (Bongs made out of water bottles).  The resident was advised to contact the anti-social behaviour team at NDKC and Sleaford Police/ PC Green – contact details given. Update: On 10/4/2025 a member of the NKDC ASBO team visited the Hollow to put up signage.

Insurance: The Finance Committee reviewed the insurance requirements at a committee meeting held on 29/4/2025. The Clerk has advised the insurance company of amendments required.

Littering – A barber’s shop on High Street South was issued with a letter from Council on 7/4/2025 regarding cigarette butts and littering on the pavement outside their premises. 

Lychgate Renovation – On 1/4/2025 the National Lottery Heritage Fund advised that the renovation work to the lychgate could commence. Carre Heritage were informed and asked for a lead time. Payment for the renovation will be released in stages and invoices for the work completed have to be submitted. The first payment was received into the bank account on 7/4/2025. Acknowledging the grant using the Heritage Fund guidance is underway by the Admin Assistant. Update 9/4/2025: Carre heritage will commence the renovation on Monday 2 June 2025. A site visit will be arranged before this to agree an alternative, temporary, entrance to the cemetery. 

MUGA cleaning, moss treatment, and line-painting – The MUGAs at Parkfield and Elmtree was pressure washed and moss treated on Monday 12 May and the lines re-painted (weather permitting) by the MUGA contractor. The MUGAs will require closing for 12 days from 12 May (or from the first day that work commences.) This is the last of the three Parkfield MUGA cleaning and moss treatments that were agreed with the contractor. 

Noticeboard - The Buildings’ Caretaker has installed the new Council noticeboard on the wall of the office beside the front door. Council to decide what happens to the old noticeboard in the Winchelsea Centre carpark.  Currently posters for community events and non-council matters are being displayed.

Office Spaces – An office tenant has asked about the possibility of bringing their dog to work with them. The EMP Cttee is considering this. The tenant says they will also require permission from their boss (the business owner.)

• Two offices remain available. These are being marketing on Mundy’s website and Council’s noticeboard.

• Following request, a blind has been purchased and fitted for Office 1. The tenant of office 4 (south facing) has also requested a window blind.

Parkfield playing fields – An unknown individual has been erecting “no ball games” signs around the perimeter of Parkfield car park and the playing fields. These have been removed.

• The Clerk has written to the Lions JFC to ensure that any of their members accessing / using the goal posts do not place these against the pavilion or changing room walls as damage is being done to the guttering and solar panels.
• A resident of Park Lea has asked that no ball game signs be erected in the play area at Parkfield as balls are being kicked/ thrown over their garden fence and damaging plant pots.
• The Pitch Power assessment of the ground / soil has expired. No complaints about the ground conditions have been received this year/ season.
• Complaints about inconsiderate parking at the village hall have been signposted to the Lions JFC.
• Complaints of littering have been received, especially at the playing fields and play areas, with one suggestion that anti-littering posters be erected.
• On 6 May 2025, correspondence was received from an employee at First Steps Nursery regarding the use of Parkfield playing fields on Saturday 19 July 2025 for a fund-raising day in aid of Lincolnshire Air Ambulance. This follows the death of a baby, who attended the nursery, in a car accident. The correspondent requests that the Parish Council consider co-hosting the event and allowing the organisers to use the Parish Council’s public liability insurance. (Agenda item at the AMPC on 13 May 2025).

 

Parish Office Renovation - The Building Control Completion Certificate was received from NKDC on 1/4/2025. All the work required for building control has been completed now the fire door to the cupboard on the rear landing has been installed by the Buildings Caretaker and passed its inspection. Comment was made that it’s the fastest installation of a fire door the Buildings Reg officer had ever known!  

   • On 31/3/2025, the renovation contractor issued a final account document for Council to review and comment on. The Clerk and RFO reviewed the document and issued correspondence detailing discrepancies, work incomplete, and snagging work undertaken by Council and requested that these be to be removed from the final invoice. AS of 29/4/20245, no response has been received from the contractor. 

• On 25/4/2025, an electrician isolated / made safe the wiring to two redundant exterior lights at a cost of £150 incl VAT. (Over the former side entrance to the rear off the offices, and the long strip light over the main office door.) The caretakers can now remove the strip light for safety and aesthetic reasons.
• The Caretakers have removed unused (but previously made safe) wiring and pipe work from the exterior of the parish office and re-covered the remaining wiring.
• The Caretakers commenced work on 6 May 2025 to repair the drive where this has collapsed over a drain. The utility cover with be replaced too.  (Previously approved and agreed in the budget for FY 2025-2026). A skip will be placed on the drive. The PCC has given permission for the parish van to be parked at the Winchelsea Centre.

Pavilion – Members of RAF Cranwell RAF used the pavilion for a 15-minutes on 24/4/2025 prior to the start of a heritage trek to raise support for RAF and military personnel. The Clerk approved this using her delegated powers, and as it was a charity event, no fees were charged.

Pavilion planning application: The outcome is awaited. All information on the small sites assessment and the Hexpave system proposed for the overflow carparking has been submitted to the architect. The architect is amending the plans for the proposed overflow car park to reflect the small sites assessment.

 

Public Toilets – A draft condition report and list of fixtures and fittings following an inspection on 24/3/2025 were received from NKDC on 4/4/2025. NK sent these to their legal team for inclusion in the lease renewal process. Due to a structural issue the gents’ public toilets on Church Street were closed on 7/4/2025. The wall/ entrance is "fenced" off until the issue is resolved, and the cleaning contractor is aware.  A builder has been asked to inspect the wall, make a recommendation for its repair, and provide a quote. A copy of the latest asbestos report (2022) has been sent to the builders and other contractors who have expressed an interest in quoting for the work. Update 23/4/2025: NKDVC’s legal team have issued the amended draft lease for Council to review, along with the condition report. All work required to be completed before the lease can be agreed. The deadline for the return of the signed agreement is now 1 July 2025. The Clerk has signed and retuned a copy of the extension to the lease agreement document. (Agenda item).

 

Section 106 contribution (Flaxwell Fields) – On 23/4/2025, NKDC advised that due to added interest the Section 106 contribution has risen from £189711.30 in December 2024 to £191,235.46 in April 2025. The Compliance Officer attended a Section 106 meeting on 25/4/2025 and put forward a couple of Council’s suggestions before these are explored further – Trim Trail and padel board court for Parkfield. Update from NKDC on 25/4/2025 - RPC would need to evidence that no land for playing fields is available adjacent to the site or elsewhere in Ruskington (e.g. date letter sent to a landowner and date letter received to say the land was land not for sale, and a reference number for the planning application on the field beside Flaxwell Fields. NKDC considered the 2 options suggested – a) paddle board court, b) trim trail at Parkfield to fit into the NKDC active travel scheme. Response – a padel board court would be acceptable. A trim trail would not be acceptable unless further evidence was provided (a trail for children would be a definite “no”)

Advice from NKDC - If no land is available for a playing field (football, cricket, hockey pitch) an activity court would be acceptable such as a paddle court / tennis court. Recently, NKDC has approved an all-weather cricket wicket. Update on 6/5/2025 – The Clerk has emailed NKDC to ask about the possibility of the trim trail being reconsidered, has advised that no land within Ruskington is available in the required location (and evidenced this), to ask if the surface of the NUGA could be upgraded, e.g., to 5G,  and if the land owned by NKDC at Hillside would be a possible site for  playing field/ skate park.

 

Social media – Council’s Facebook page now has 1,000 followers (up from 300 followers in February 2023). Then Admin assistance is now focusing on increasing the followers for Council’s Instagram page, as this improves the functionality of the site.

 

Staff Matters – Staff appraisals are underway. A consultation on changes to a job description took place on 9/4/2025 with Cllr Jennings in attendance and the new job description has been agreed and signed.

 

Trees – NKDC have been asked to undertake the three yearly tree inspection in July 2025 (as agreed and included within the budget).

• One of the new trees in the mini orchard in Elmtree playing field has been damaged with branches broken off. The Environment Caretaker believes the tree will recover. NKDC is providing a free plaque for the trees.

 

Valuations of Council property for insurance purposes – Further quotes are being obtained and the Clerk has asked for clarity on the quotes received following the finance Committee meeting on 29/4/2025.

 

VE Day 80 and VJ Day 80 – The 50 Tommy signs for the lamp posts have been received. These will be located on the High Street, around the village centre and at the entrances to the village. Information on a NKDC grant available for community groups to celebrate the events has been shared on social media. All Saint’s Church is arranging the following commemorative services which members of Council will be attending:

 

• VE Day - Service of Commemoration - Saturday the 10th of May 2025 at 11am - All Saints Church followed by a short service in the Garden of Remembrance.
• VJ Day - Service of Commemoration - Saturday the 16th of August 2025 at 11am - All Saints Church

The Clerk spoke with Rev’d Jenkins on 23/4/2025 about a garden party being proposed by the PCC for VJ day and the use of the community garden for the event. A celebration of the end of the war could be celebrated in September 2025. 

 

Commemorating VE 80 – The Admin Assistant and a volunteer decorated the office windows and the village lampposts with VE-80 displays and the Union Flag was flown from the office. Cllr Ditch attended the church service and laid a wreath in the Garden of Remembrance on behalf of Council.

 

Volunteering - The Environment Caretaker and D of E Volunteer have planted donated daffodil bulbs in the community garden and the tubs beside the Beck.  The D of E Volunteer has completed 15 hours of volunteering. The Clerk has provided evidence for the volunteer and positive feedback for sharing with their D of E coordinator.

• The Ruskington Area Veterans’ Group (RAVG) have asked about the possibility of volunteering in the Garden of Remembrance. A member of the group met with the Environment Caretaker on 24/4/2025 and then with Cllr Ditch, Cllr Hislop and the Clerk. A volunteer policy specifically for the Veterans has been created. (Agenda item.) Grass cutting, tree and hedge work will remain the responsibility of the Parish Council.

 

Dates for upcoming meetings –

Tuesday 3 June 2025 – Estate Management & Planning Committee meeting at 6.30pm at the Parish office.

Tuesday 10th June 2025 – Ordinary Council Meeting at 7pm at the Winchelsea Centre.

TBC - HR Committee Meeting