Minutes

5 May 2021 Annual Meeting of Parish Council

DONINGTON ON BAIN PARISH COUNCIL
NOTES OF THE REMOTE MEETING OF THE ANNUAL MEETING OF THE PARISH COUNCIL VIA ZOOM OF WEDNESDAY 5 MAY 2021
THE MEETING WAS OPENED AT 7.40PM.
 
Present: Cllr. K. White, Cllr. M. Fisher, Cllr B Gill-Stafford, Cllr R Wright and Cllr B. Gill-Stafford.
In Attendance: Mrs V Davies, Clerk.
47.21 ELECTION OF CHAIRMAN
Cllr Gill Stafford nominated Cllr White as Chairman. This was seconded by Cllr Wright and unanimously agreed by all Cllrs.
48.21 ELECTION OF VICE CHAIRMAN
Cllr White nominated Cllr Gill-Stafford, seconded Cllr Wright as Vice Chairman. This was unanimously approved by all Cllrs.
49.21 APOLOGIES WITH REASONS FOR ABSENCE AND ACCEPT APOLOGIES WHERE VALID REASONS, GIVEN TO THE PARISH CLERK PRIOR TO THE MEETING.
Apologies were received from Cllr F Beaney.
50.21 RESIGNATION OF CLLR BODIAN AND CO-OPTION OF COUNCILLOR
Cllr Bodian had resigned. The clerk had thanked Cllr Bodian for all his work.  The Co-option process for a new councillor would commence shortly.
 
51.21 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 AND ANY WRITTEN REQUESTS FOR DISPENSATION.
There were no declarations of interest
52.21 TO APPROVE AS A CORRECT RECORD, THE NOTES OF THE MEETING OF
THE COUNCIL HELD ON 29 MARCH 2021 AND TO AUTHORISE THE CHAIRMAN TO
SIGN THE OFFICIAL MINUTES.
It was proposed Cllr White, seconded Cllr Wright, and resolved by all Cllrs that the notes of the meeting held on the 29 March 2021 be approved as a correct record. These would be signed by the Chairman.
53.21 CLERKS REPORT.
The Clerk reported the following:
 
Parish council meetings are unable to take place remotely after 7 May. However, if councils after a full risk assessment of available venues, find they are not suitable to hold meetings after the 17th May, then the council may wish to consider continuing with remote meetings if that is the safest/best option until after 21 June.
A councillor contacted the Village Hall organiser and determined that the venue capacity was limited to 6 persons until 21 June. As this was not sufficient, the Parish council agreed to meet remotely on 24 May 2021 at 7.30pm.
54.21 TO DISCUSS PLANNING APPLICATIONS AND DECISIONS.
N/042/00589/21 - Alterations to the existing dwelling to provide 2no. first floor windows and erection of a detached single garage. LOCATION: 7 GLEBE CLOSE, DONINGTON ON BAIN, LOUTH, LINCOLNSHIRE,
LN11 9TJ
Cllrs agreed to approve the application.
55.21 FINANCE. TO AUTHORISE THE SIGNING OF ORDERS FOR PAYMENT AND TO NOTE INCOME FOR APRIL 2021
 
Proposed. Cllr White seconded Cllr Fisher and resolved by all Cllrs to approve the following payments. Cllrs also noted the balances in the accounts and the Income received.:-
 
Chq no
 
1025 V Davies Clerk Salary £27.00
1026 V Davies Clerk Expenses £17.19
1027 The Asterby Group Newsletter £15.00
1028 BHIB Insurance Insurance £174.86
Bus Bank Instant £912.30 (9.3.21)
Treasurers A/c £11,901.68 (29.3.21)
Income
9.3.21 Interest Lloyds Bank £0.01
The Chairman had verified the Bank reconciliation against the bank statement.
 
 
56.21 Annual Return for the year ended 31 March 2021.
a) To Execute Annual Governance Statement
The Council as a whole considered the effectiveness of the system of internal control and prepared the Annual Governance Statement (Section 1 of the Annual Return). Cllrs
approved the Annual Governance Statement.
Resolution

The council approved the annual Governance Statement which would be signed by Cllr White and the clerk on behalf of the Council.
b) To Approve Accounting Statement
The council as a whole considered the accounting statements (Section 2 Accounting Statements 2020/21). Proposed Cllr White seconded Cllr Fisher and approved by all Cllrs the approval of the Accounting Statement.
Resolution:
The Parish Council approved the Accounting Statement. The statement would be signed by the Chairman and clerk.
Cllrs noted the carry forward 1.4.21 is £12,395.18.
c) To Execute Certificate of Exemption
The parish council certified itself as exempt from a limited assurance review under
Section 9 of the Local Audit (Smaller Authorities) Regulations 2015 and completed a Certificate of Exemption. Cllr White proposed, Cllr Fisher seconded and this was unanimously approved by all Cllrs. The statement would be signed by the Chairman and clerk.
d) To Execute review of effectiveness of internal audit
The internal audit would be completed as soon as possible. The internal audit report would be distributed to councillors and be an agenda item at the next meeting.
e) To Execute the Notice of Public Rights
The dates that the public could exercise their rights to view the accounts would be Monday 14 June 2021 to Friday 23 July 2021.
f) To note the Variances 2020-21
Cllrs approved the variances statement.
g) To note the annual Bank Reconciliation
Cllrs noted the Annual Bank reconciliation.
h) To note the Annual Financial Report.
 
Cllrs noted the Annual Financial Report.
 
 
57.21. DEFIBRILLATOR
Cllr Fisher and Cllr White had conducted an inspection and Cllr Fisher had ordered new pads from LIVES. Cllr Fisher was in the process of transferring the administration to the clerk.
 
58.21 NEWSLETTER
 
The Parish council would put an entry into the Newsletter asking parishioners to let the Parish Council know of any improvements they wanted to the village.
 
59. 21 MUGA/PLAYGROUND
 
Cllr Gill-Stafford would look into pressure washing the MUGA in the near future.

 
60.21 FOOTPATH
There were no issues.
 
61.21 ALLOTMENTS
Cllrs White and Beaney had conducted a safety inspection on the allotments and met with an allotment holder. The vacant allotments would be strimmed/mowed.

 
Two further allotments had been let and the contracts had been issued.

 
62.21 CEMETERY
The cutting of the Cemetery hedge had been completed.

 
63.21 WELSDALE ROAD.
LCC Highways had agreed to order signage for Welsdale Road. The matter was not priority.

 
64.21. STREET LIGHTING
A resident had requested street lighting. It was resolved that if a petition was received from all of the householders concerned a village meeting would be called to discuss the expenditure.
65.21 ANY OTHER BUSINESS
There was no other business.
66.21 DATE OF NEXT MEETING
The next meeting would take place on Monday 24 May 2021 at 7.30pm. This would take place remotely as the venue could only accommodate 6 people.


 

THESE NOTES ARE DRAFT UNTIL ADOPTED AT THE END OF MAY MEETING