Minutes 3 September 2024
DONINGTON ON BAIN PARISH COUNCIL
NOTES OF THE MEETING OF THE PARISH COUNCIL HELD IN THE VILLAGE HALL ON TUESDAY 3 SEPTEMBER 2024
THE MEETING WAS OPENED AT 8.00PM.
Present: Cllr R Wright (Chairman), Cllr B Gill-Stafford, Cllr F Hedley, Cllr F Beaney.
In Attendance: Mrs V Davies, Clerk. ELDC Cllr D Simpson (at 8.30 pm)
There was 5 members of the public.
A parishioner asked that if the parish council was considering felling any trees in the churchyard to contact and liaise the family. The parish council advised that it would not fell any trees unless there was a safety issue.
A parishioner asked about the update on the water supply for the allotment. This would be chased up.
116.2024 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 K White, Cllr K Olsson,.
117.2024 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.
There were no declarations of interest.
118.2024 TO APPROVE THE MINUTES OF THE MEETINGS ON 6 AUGUST 2024
Proposed Cllr Hedley, seconded Cllr Gill-Stafford approval of the minutes of 6 August 2024. Cllr Wright signed the minutes.
119.2024 CLERKS REPORT.
An election has been called for the vacancy on the Parish Council. Election notices detailing the dates would be displayed on the noticeboard.
120.2024 FINANCE. TO APPROVE THE CHEQUES FOR AUGUST AND NOTE THE FINANCIAL REPORTS.
Proposed Cllr Gill-Stafford seconded Cllr Wright and agreed by all Cllrs to authorise the cheques for payment.
Chq no Payee Description £
1265 PKF Littlejohn External Audit £252.00 (paid 13.8.24)
1266 Playsafety Annual Safety Inspection £192.00 (paid 13.8.24)
1268 V Davies Clerk Salary £292.04
1269 V Davies Clerk Expenses £146.93
Bus Bank Instant £1006.13 (9.7.24)
Treasurers A/c £21,114.36 (12.7.24)
Income.
9.5.24 Lloyds Bank Interest £1.07
9.6.24 Lloyds Bank Interest £1.14
Cllrs noted that the bank reconciliation had been verified by Cllr Hedley.
Cllrs noted the income v expenditure report.
121. 2024 PLAYGROUND/MUGA
There had been an issue with a socket on the link bridge which had failed. This had been resolved. However the link bridge would need to be replaced in the near future. The clerk would contact the supplier for a quotation.
There had been an issue with bins which had not been emptied which had been resolved by councillor Beaney.
The end of Grant form had been completed and the clerk had completed the paperwork to claim the remainder of the grant £6,854.90. This had been paid into the account but the grant issuer had asked for a survey to be completed. These would be obtained from users of the MUGA and playground.
ANNUAL SAFETY INSPECTION
The following issues had been raised. These would be addressed in due course by Cllr Wright and Cllr Gill-Stafford.
PLAYGROUND
Gate – Main Road
Timber is decayed. Replace affected parts. 8 There is a crushing or shearing point on the side of the gate. Where the gaps reduce to less than 12 mm these have been known to cause serious, permanent injury to children, especially on the hinge side where the leverage forces are significant. Adjust gate / posts / fit new rubber buffer to ensure a spacing of at least 12 mm throughout the range of the gate to remove the entrapment. The 12 mm gap also should apply on the hinge side of the gate.
Fencing
There is decay to timber components which may affect structural integrity. We do not recommend replacing rotten supports with timber posts which are directly set in the ground due to the increased problem of timber rot, especially in posts in contact Replace decayed components where possible and plan replacement of item. Check on a routine basis, especially at ground or foundation level
Swing Toddler. I Bay 2 Seat
Projecting bolt thread. Cut off and file down to remove sharp edges or use the correct length of bolt. 8 Hard or sharp projections. Remove hard, pointed and sharp projections. 8 Wicksteed recommend that during routine inspections the area on the swing where the side frames meet the vertical support be checked for any cracks. In the event of cracks being found then remove the seats and contact Wicksteed for further advice. Conduct the checks and take action as necessary. 6 Chain connection openings between 8.6 and 12 mm are not permitted. Replace with compliant connectors.
Swing Junior – 1 Bay 2 Seat
Some chain wear. Monitor for further deterioration and replace before 40% wear. 7 Loose swing seat eye-bolts. Tighten connecting nuts. 6 Wicksteed recommend that during routine inspections the area on the swing where the side frames meet the vertical support be checked for any cracks. In the event of cracks being found then remove the seats and contact Wicksteed for further advice. Conduct the checks and take action as necessary. Resolved Cllr Wright.
Agility Balance Trail
This equipment relies on one post for its stability. Special attention should be paid to maintenance (e.g. by monitoring degradation) and if necessary decommissioning the item before the end of its operating life. Consult with the manufacturer's guidance to determine suitable maintenance. 6 Bolt(s) loose. Tighten. 6 There are natural splits / shakes in the timbers. DO NOT fill shakes. Monitor and sand back any splintered edges as required., DO NOT fill shakes. There are shakes running through fixing points. Ensure the fixings are fully secure on regular basis.
MultiPlay Junior
Exposed metal rope core(s). Replace the worn ropes.,
Fixtures loose or missing. Tighten.
Fixtures loose or missing. Tighten. 5 Item is cut. Repair.
MultiPlay Toddler
The equipment is dirty or algae covered. Clean off. 4 Bolt(s) missing. Replace missing bolt(s).
Gate
There is a crushing or shearing point on the side of the gate. Where the gaps reduce to less than 12 mm these have been known to cause serious, permanent injury to children, especially on the hinge side where the leverage forces are significant. Adjust gate / posts / fit new rubber buffer to ensure a spacing of at least 12 mm throughout the range of the gate to remove the entrapment. The 12 mm gap also should apply on the hinge side of the gate.
Fencing
There is decay to timber components which may affect structural integrity. We do not recommend replacing rotten supports with timber posts which are directly set in the ground due to the increased problem of timber rot, especially in posts in contact with the ground
Replace decayed components where possible and plan replacement of item. Check on a routine basis, especially at ground or foundation level
Seating
Item is not secure. Secure.
MUGA
Gate is sticking on the ground. Adjust. 8 Minor repairs are needed. Repair.
Boards warping in areas.
Minor repairs to football nets. Resolved.
Bottom of netting damaged. Resolved.
PROPOSAL TO ERECT NEW VILLAGE SIGNS
This item was deferred to the next meeting.
121.2024 SPEEDING
The project was progressing. A team to run the speed gun was in place. Discussions were taking place as to where the speed gun detections would be located.
122.2024 PLANNING APPLICATIONS
There were no further applications
123.2024 ALLOTMENTS
Signage had been purchased. “Please Close the Gate.”
124.2024 CEMETERY
A memorial plaque had been placed. There would be two further reservations for cremated remains plots.
125.2024 NEWSLETTER
The Parish Council would include an entry in the next newsletter.
126.2024 FLOODING IN THE VILLAGE
Actions agreed at meeting on 3 May to resolve flooding issues
1. Clear the ditch of silt and vegetation between Station Road and the boundary of the property on Enfield Road.
A Quotation had been received from MXR £1480.00 Plus VAT = £1776.00
To trim and clear hedge and shrubs that have over grown into ditch hindering
The dredging and removal of silt. To remove silt and compost build up of the bottom of the ditch, so it will not hinder flood water. The job would start from next to road side at playing fields and carry on through to level with top of hay meadow. The silt and debris from the ditch will be taken completely off site. All machinery and diesel.
This quote had been accepted at the meeting in June 2024. MXR would commence works first week in September.
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. The clerk had raised the fault on Fixmystreet Reference 2805442 and received the response that the issue is not the responsibility of highways. The clerk had raised the issue with highways. Highways had re-iterated that the culvert was not the responsibility of highways. Cllr Simpson had requested evidence in the form of an ELDC asset register.
3. Request highways to jet clean the second, smaller culvert under Station Road. The clerk had raised the fault on Fixmystreet Reference 2805442 and received the response that the issue is not the responsibility of highways. The clerk had raised the issue with highways. Highways had re-iterated that the culvert was not the responsibility of highways. Cllr Simpson had requested evidence in the form of an ELDC asset register.
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.
5. Jet out the culvert under Enfield Road, aiming to smooth the level difference observed there, by pushing silt further along the ditch.
A quotation had been received from Ajet via MXR. £465 + VAT = £558.
Enfield Road. To carry out HP jetting with jetvac / tanker jetter to culvert as directed on site (Maximum 3.5 hours on site).
The quote had been accepted at the June 2024 meeting. However the Parish council wanted MXR to deal with AJET. However this work would be carried out after the highways works as detailed in Item 3.
6. Raise issues of blocked drains via “Fix my Street” (The roadside gulleys and drains are County Council responsibility and should be cleared annually). The clerk had raised the report on “Fix my Street”. Reference 2805508. Highways were looking into the issue.
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.
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.
A further fault had been raised on fix my Street blocked drain from Meadowcroft to School lane. Status awaited.
127. 2024 ANY OTHER BUSINESS
Cllr Beaney suggested that Cllr White be elected as chairman at the November meeting. Cllrs would vote at the November meeting on which councillor to appoint as Chairman.
128.2024 DATE OF NEXT MEETING
Tuesday 1 October at 8pm.
THESE NOTES ARE DRAFT UNTIL ADOPTED AT THE OCTOBER MEETING