Minutes

Minutes 25 April 2022

DONINGTON ON BAIN PARISH COUNCIL
NOTES OF THE MEETING OF THE PARISH COUNCIL HELD IN THE VILLAGE HALL ON MONDAY 25 APRIL 2022
THE MEETING WAS OPENED AT 7.30PM.
Present: Cllr. K. White, Cllr. M. Fisher, Cllr J Burnham. Cllr B Gill-Stafford,
In Attendance: Mrs V Davies, Clerk.
Open Meeting. There were no members of the public. There was no open meeting.
47.22 APOLOGIES WITH REASONS FOR ABSENCE AND ACCEPT APOLOGIES WHERE VALID REASONS, GIVEN TO THE PARISH CLERK PRIOR TO THE MEETING.
Apologies were received from ELDC Cllr Andrews, Cllr Wright, Cllr Gill-Stafford Cllr F Beaney, Cllr K Olsson.
48.22 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.
49.22 TO APPROVE AS A CORRECT RECORD, THE NOTES OF THE MEETING OF
THE COUNCIL HELD ON 28 MARCH 2022 AND TO AUTHORISE THE CHAIRMAN TO
SIGN THE OFFICIAL MINUTES.
It was proposed Cllr Burnham, seconded Cllr Fisher and resolved by all Cllrs that the notes of the meeting held on the 28 March 2022 be approved as a correct record. These would be signed by the Chairman.
50.22 CLERKS REPORT.
The clerk reported that the carry forward 1 April 2022 is £15,828.65.
Cllr Olsson had been booked in for new councillor training on 19 July.
Cllrs noted that a further cheque is required for LALC training. The training fee relates to the number of parishioners on the electoral roll. As the number on the electoral role is 282 a further £12 is required.
51.22 NEWSLETTER
The Parish Council would include an entry in the next newsletter
 
52.22 FINANCE. TO APPROVE THE CHEQUES FOR APRIL AND NOTE THE FINANCIAL REPORTS.
Proposed Cllr Fisher seconded Cllr Burham and agreed by all Cllrs to authorise the cheques for payment.
Chq no
1064 Parish of Asterby Group Newsletter £15.00 (paid 1.4.22)
1065 Donington on Bain Village Hall Room Hire £20.00
1066 BHIB Insurance Insurance £192.81
1067 V Davies Clerk Expenses £53.55
1068 V Davies Salary £260.16
1069 LALC Training Fee £12.00
1070 J Cooper Internal Audit £51.95.
Subscription
Bus Bank Instant £989.42 (9.3.22)
Treasurers A/c £15470.53 (31.3.22)
Cllrs noted the Income v Expenditure reports.
53.22. TO ADOPT 2019 FINANCIAL REGULATIONS.
Proposed Cllr Fisher, seconded Cllr Gill-Stafford to adopt the 2019 financial regulations.
54.22. RISK ASSESSMENT
Proposed Cllr Fisher, seconded Cllr Gill-Stafford and approved by all Cllrs to ratify the risk assessment policy.
55.22 PLAYGROUND/MUGA
A quotation had been received from Advantage Court Maintenance for £1610 + VAT for Moss Treatment and Pressure Washing. A further quotation had been received for £1120.00 from MXR. The Parish Council would find out from both contractors how long the treatments would last. Enquiries would also be made with the County council to enquire if they were interested in adopting the tennis courts.
Loose fence posts around the playground would be addressed.
56.22 FOOTPATH/ WALKS LEAFLET
The walks leaflet project was ongoing. Cllr Olsson would lead on the project.
There were new signs and gates on the Viking Way
57.22 TO ARRANGE SAFETY INSPECTIONS. (CEMETERY, TREES)
Cllr Gill-Stafford had contacted a tree surgeon. The trees requiring inspection were the Churchyard, Cemetery and Play area.
58.22 ALLOTMENTS
Allotment inspections would be arranged.
 
59.22 CEMETERY
Cllr Wright had conducted a physical check of the gravestones in the cemetery and old church yard. There were two loose slabs. One had been addressed, the other would be addressed in the near future. Cllrs resolved that any loose slabs would be lifted and laid down. If these were in the Churchyard the Church warden should be contacted.
60.22 APPROVAL OF ANNUAL GOVERNANCE AND ACCOUNTABILITY RETURN
a)To note the Annual Financial Report. 2021 - 2022
Cllrs noted the Annual Financial report.
b) To note the annual Bank Reconciliation 2021 - 2022
Cllrs noted the annual bank reconciliation.
c) To Execute Certificate of Exemption 2021 – 2022
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 2021 – 2022
The Council as a whole considered the report from the internal auditor. There were no concerns noted.
e) To Execute Annual Governance Statement 2021 - 2022
The Council as a whole considered the effectiveness of the system of internal control and prepared the Annual Governance Statement. Cllrs approved the Annual Governance Statement. Proposed Cllr White, seconded Cllr Fisher and approved by all councillors.
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 Statements 2021 - 2022
The council as a whole considered the accounting statements. Proposed Cllr White seconded Cllr Fisher and approved by all Cllrs the approval of the Accounting Statements.
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 £15,828.65.
e) To Execute the Notice of Public Rights 2021 - 2022
The dates that the public could exercise their rights to view the accounts would be Monday 13 June 2022 to Friday 22 July 2022.
f) To note the Variances 2021-22
Cllrs noted the variances 2021-2022.
61.22 ANY OTHER BUSINESS
The Parish council resolved to plant spring bulbs in the Autumn on parish land. Cllr Gill Stafford and Cllr Beaney would look into suppliers with a view to ordering in good time for Autumn planting.
62.22 DATE OF NEXT MEETING
The next meeting will take place on Monday 30 May 2022
THESE NOTES ARE DRAFT UNTIL ADOPTED AT THE MAY MEETING