Annual Meeting of Parish Council 22 May 2023
DONINGTON ON BAIN PARISH COUNCIL
NOTES OF THE ANNUAL MEETING OF THE PARISH COUNCIL HELD IN THE VILLAGE HALL ON MONDAY 22 MAY 2023
THE MEETING WAS OPENED AT 7.30PM.
Present: Cllr. K. White, Cllr B Gill-Stafford, Cllr R Wright, Cllr F Beaney
In Attendance: Mrs V Davies, Clerk.
Open Meeting. There were 8 members of the public.
64.23 TO ELECT A CHAIRMAN
Proposed Cllr Gill Stafford Seconded Cllr Wright and agreed by all Cllrs to elect Cllr White as chairman. Cllr White signed the acceptance of office.
65.23 TO ELECT A VICE CHAIRMAN
Proposed Cllr White seconded Cllr Wright and approved by all Cllrs to appoint Cllr Gill-Stafford as vice chairman.
66.23 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 K Olsson.
67.22 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.
OPEN MEETING
Cllr Simpson, the ELDC councillor would chase up highways and Cllr Marfleet regarding the speeding issue. Cllr Simpson would also look into the issue of parking on verges and ascertain if the police would address the problem. In addition, Cllr Simpson would enquire if there was any matched funding from the Road Services partnership for Speed Indicator Devices. Cllr Simpson advised that he is easily contactable and happy to answer enquiries.
The open meeting was closed.
68.23 CO-OPTION OF COUNCILLORS
Six candidates expressed an interest in being co-opted onto the Parish Council and gave statements of interest.
David Bellamy.
Matthew Taylor
Jake Taylor
Frances Headley
Samuel Kemp. Unable to attend but had sent a statement.
Lauren Potts. Unable to attend. A statement was read out.
A councillor asked if the interested parishioners would be willing to take on chairmanship in future. Several candidates would be prepared to stand as chairman after a year and the relevant training.
69.23 CLERKS REPORT.
The clerk had researched alternative quotes for the Insurance renewal. Renewal with the existing insurers BHIB is £254.06. Zurich quotation was £471.00. Therefore it was advisable to remain with the same insurer.
All of the children in Donington on Bain Primary School and Pre School had been presented with a coronation mug. Additional coronation mugs had been ordered and would be distributed by a volunteer parishioner to the younger children in the village.
70.23 NEWSLETTER
The Parish Council would include an entry in the newsletter
71.23 FINANCE. TO APPROVE THE CHEQUES FOR MAY AND NOTE THE FINANCIAL REPORTS.
Proposed Cllr White seconded Cllr Gill-Stafford and agreed by all Cllrs to authorise the cheques for payment.
1143 R Wright Reimburse Materials £21.49
1144 BHIB Insurance £254.06
1145 Parish of Asterby Group Newsletter £15.00
1146 V Davies Clerk Salary £208.16
1147 V Davies Clerk Expenses £166.19
1148 DOB Village Hall Room Hire £16.00
1149 LALC Training £120.00
1150 K White Reimburse Travel £45.60
1151 HMRC NICs Class 1A £26.72
Bus Bank Instant £991.30 (31.3.23)
Treasurers A/c £28,764.02 (28.4.23)
Income.
4.4.23. Precept £10,000
Cllrs noted that the bank reconciliation had been verified by Cllr White.
72/2023 ANNUAL RETURN 2022-2023
a)To note the Annual Financial Report. 2022 – 2023
Cllrs noted the Annual Financial Report. Proposed Cllr Beaney, Seconded Cllr Gill-Stafford and unanimously agreed by all Cllrs to approve the Annual Financial Report.
b) To note the annual Bank Reconciliation 2022 – 2023
Proposed Cllr Wright, seconded Cllr Beaney and unanimously agreed by all Cllrs to approve the Annual Bank Reconciliation.
c) To Execute Certificate of Exemption 2022 – 2023
The Parish Council declared itself as exempt from exempt from a limited assurance review under Section 9 of the Local Audit (Smaller Authorities) Regulations 2015. Proposed Cllr White Seconded Cllr Wright and unanimously agreed by all Cllrs.
d) To Execute review of effectiveness of internal audit 2022 – 2023
Cllrs considered the internal audit. Proposed Cllr White, seconded Cllr Gill-Stafford and unanimously approved by all Cllrs to approve the Internal Audit Report.
e) To Execute Annual Governance Statement 2022 – 2023
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.
The council approved the annual Governance Statement which would be signed by Cllr White and the clerk on behalf of the Council.
f) To Approve Accounting Statements 2022 - 2023
The council as a whole considered the accounting statements (Section 2 Accounting Statements 2022/23). Proposed Cllr Wright seconded Cllr White 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.
g) To Execute the Notice of Public Rights 2022 – 2023
Cllrs resolved that the dates that the public could exercise their rights to view the accounts would be Monday Monday 5 June 2023 to Friday 14 July 2023
h) To note the Variances 2022-23
Cllrs noted the variances.
I) Summary of Income 2022-2023
Cllrs noted the summary of income.
73.23 PLAYGROUND/MUGA
PLANNING APPLICATIONS
There were no planning applications.
74.23 FOOTPATH/ WALKS LEAFLET
The walks leaflet was in place ready to be printed.
75.23 TO ARRANGE SAFETY INSPECTIONS. (CEMETERY, TREES)
Cllr Wright and Cllr Gill-Stafford would conduct an inspection. This would be discussed at the next meeting.
76.23 ALLOTMENTS
There were no issues.
77.23 CEMETERY
There were no issues. Further plots would be reserved by parishioners.
78. 23 TO RATIFY STANDING ORDERS.
Proposed Cllr White, Seconded Cllr Gill Stafford and unanimously approved by all Cllrs.
79.23 ANY OTHER BUSINESS
There was no other business. Safety Inspections for the cemetery and for trees on council property would be on the agenda of the next meeting.
80.23 DATE OF NEXT MEETING
The next meeting will take place on Monday 26 June 2023
THESE NOTES ARE DRAFT UNTIL ADOPTED AT THE JUNE MEETING
The voting for co-option took place during a closed session. Frances Headley and Jake Taylor were elected. Cllr Beaney was excluded from the voting as Lauren Potts is his grand-daughter.