Minutes

 

 

DONINGTON ON BAIN PARISH COUNCIL

NOTES OF THE ANNUAL MEETING OF THE PARISH COUNCIL HELD IN THE VILLAGE HALL ON FRIDAY 3 MAY 2024

THE MEETING WAS OPENED AT 7.30PM.

Present: Cllr R Wright (Chairman), Cllr B Gill-Stafford (Vice Chairman) Cllr K Olsson, Cllr J Taylor, Cllr K White, Cllr F Beaney (from 8pm).

In Attendance: Mrs V Davies, Clerk. ELDC D Simpson

There were 5 members of the public.

59.2024 ELECTION OF CHAIRMAN

Proposed Cllr Gill Stafford, seconded Cllr White to elect Cllr Wright as Chairman. Cllr Wright signed the acceptance of office. Cllr Wright and all of the parish council expressed their thanks for Cllr White for his work as Chairman over the last 4 years.

60.2024 ELECTION OF VICE CHAIRMAN

Proposed Wright, seconded Cllr Olsson to elect Cllr Gill-Stafford as Vice Chairman.

OPEN MEETING

No questions were raised.

61.2024 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 Hedley

62.2024 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.

None were declared.

63.2024 TO APPROVE THE MINUTES OF THE MEETINGS ON 2 APRIL 2024

Proposed Cllr Gill-Stafford. Seconded Cllr Taylor approval of the minutes of 2 April 2024. Cllr Wright signed the minutes.

64.2024 CLERKS REPORT.

A parishioner had set up Donington on Bain Community page and proposed that this page be used to publish information such as meeting dates, minutes and important information. It was resolved that the clerk email the parishioner with information.

65.2024 SPEEDING

The speed gun had been purchased. However more volunteers were needed to operate the programme. The clerk would put an entry in the next newsletter asking for further volunteers to operate the speed gun.

 

66.2024 NEWSLETTER

The Parish Council would include an entry in the June/July newsletter.

 

67.2024 FINANCE. TO APPROVE THE CHEQUES FOR MAY AND NOTE THE FINANCIAL REPORTS.

Proposed Cllr Olsson seconded Cllr Gill-Stafford and agreed by all Cllrs to authorise the cheques for payment.

Chq no Payee Description £

1244 The Parish of Asterby Group Newsletter £15.00

1246 V Davies Clerk Salary £292.04

1247 V Davies Clerk Expenses £148.81

1248 K White Travel Expenses £15.30

1249 J Cooper Internal Audit £45.00

1250 Clear Council Insurance £327.65

 

Bus Bank Instant £1001.85 (11.3.24)

Treasurers A/c £22,233.49 (18.3.24)

Income.

9.3.24 Lloyds Bank Interest £1.10

Cllrs noted that the bank reconciliation had been verified by Cllr Hedley.

Cllrs noted the income v expenditure report.

68.24 ANNUAL RETURN 2023-2024

a)To note the Annual Financial Report. 2023 – 2024

Cllrs noted the Annual Financial Report. Proposed Cllr White, Seconded Cllr Gill-Stafford and unanimously agreed by all Cllrs to approve the Annual Financial Report.

b) To note the annual Bank Reconciliation 2023 – 2024

Proposed Cllr Wright, seconded Cllr Olsson and unanimously agreed by all Cllrs to approve the Annual Bank Reconciliation.

c) To Execute review of effectiveness of internal audit 2023 – 2024

Cllrs considered the internal audit. Cllrs noted the point raised by the internal auditor that the clerk is making the payment to HMRC for PAYE on behalf of the council and reclaiming this back as a reimbursement on expenses. As the parish council did not have online banking this was done in order to pay HMRC in a timely fashion. The parish council may consider online banking at a future date. In addition the clerk would print the pay slip using the HMRC RTI software.

Proposed Cllr White, seconded Cllr Gill-Stafford and unanimously approved by all Cllrs to approve the Internal Audit Report.

d) To Execute Annual Governance Statement 2023 – 2024

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). Propsed Cllr Wright, seconded Cllr White and approved by all Cllrs the Annual Governance Statement.

Resolution

The council approved the annual Governance Statement which would be signed by Cllr Wright and the clerk on behalf of the Council.

e) To Approve Accounting Statements 2023 - 2024

The council as a whole considered the accounting statements (Section 2 Accounting Statements 2023/24). 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 was signed by the Chairman and clerk.

f) To Execute the Notice of Public Rights 2023 – 2024

Cllrs resolved that the dates that the public could exercise their rights to view the accounts would be Monday Monday 3 June 2024 to Friday 12 July 2024

g) To note the Variances 2023-24

Cllrs noted the variances and the explanations for the variances between the income and expenditure for 2023-2024 compared to 2022-2023.

h) Summary of Income 2023-2024

Cllrs noted the summary of income.

69. 2024 PLAYGROUND/MUGA GRANT FUNDING

MUGA

The Parish Council noted that the replacement boarding around the MUGA was completed. There had been a delay in the refurbishment of the surface due to adverse weather conditions. Discussion took place regarding the arrangements for MUGA and playground inspections when the usual volunteer was not available. Another parishioner volunteered to conduct the inspections in these circumstances.

 

FENCE AROUND THE PLAYGROUND

It was noted that the fence around the playground was deteriorating. Quotations would be obtained in the future. Cllr Gill-Stafford would look into this.

Cllr Beaney arrived at 8.00 pm.

70.2024 PLANNING APPLICATIONS

There were no further applications.

71.2024 ALLOTMENTS

All allotments had been taken. At the Annual meeting with parishioners a parishioner asked if a supply water could be put into the allotments and asked for some of the carry forward this to be used to instal a water supply. The parish council would investigate and look into the costs and logistics of the proposal. The clerk would enquire with the clerk at Louth Town council as to the costs and logistics involved. The parish council would also investigate the possibility of water extraction from the Bain.

 

72.2024 CEMETERY

There had been a further internment in the cemetery.

73.2024 AOB

FLOODING IN THE VILLAGE

A representative from Witham3 Draining board had attended on 11 April 2024 to assess the situation regarding the flooding which had taken place in October 2023.

Cllr Hedley had submitted the following proposal by email. Councillors approved the proposal but made one amendment to item no 3 as this is the responsibility of highways.

1. Clear the ditch of silt and vegetation between Station Road and the boundary of the property on Enfield Road. Action: Clerk to request a quotation from various contractors.

2. Encourage parishioners to assist parishioners in completing the work they’ve started to clear silt and veg alongside their property on Enfield Road.
3. Request highways to jet clean the second, smaller culvert under Station Road. Action: Clerk to raise the fault on Fixmystreet.
4. Depending on the outcome of item 3, put a camera along the culvert to assess state of the culvert. This will not be necessary if the culvert is fully cleared by jetting.
5. Jet out the culvert under Enfield Road, aiming to smooth the level difference observed there, by pushing silt further along the ditch. Action: Clerk to request a quotation from various contractors
6. Raise issues of blocked drains via “Fix my Street” (The roadside gulleys and drains are County Council responsibility and should be cleared annually).
7. Review the results of the above work. If problems persist, it might be necessary to liaise with landowners towards the Bain.
8. Put in place a 5 yearly ditch clearing programme for the ditches the PC are responsible for.

PROPOSAL TO MOVE START TIME TO 8PM.

The Parish Council agreed to move the start time of meetings to 8pm. This would enable Cllr Beaney to attend at the start of the meeting.

There was no further business.

74.2024 DATE OF NEXT MEETING

Tuesday 4 June 8 pm

Tuesday 2 July 8 pm

Tuesday 6 August 8 pm.

THESE NOTES ARE DRAFT UNTIL ADOPTED AT THE JUNE MEETING