Minutes Annual Meeting of Parish Council 6 May 2025
DONINGTON ON BAIN PARISH COUNCIL
NOTES OF THE ANNUAL MEETING OF THE PARISH COUNCIL HELD IN THE VILLAGE HALL ON TUESDAY 6 MAY 2025
THE MEETING WAS OPENED AT 8.00PM.
Present: Cllr K White, Cllr Kevin Main, Cllr Karl Kay, Cllr Fred Beaney.
In Attendance: Mrs V Davies, Clerk, ELDC Cllr D Simpson.
There were three members of the public.
A member of the public raised the issue of a resident parking on the pavement causing accessibility issues. The Parish Council would include an item in the newsletter.
65.2025 ELECTION OF CHAIRMAN
Proposed Cllr Beaney, seconded Cllr Kay and approved by all Councillors to elect Cllr White as Chairman. Cllr White signed the acceptance of office.
66.2025 ELECTION OF VICE CHAIRMAN
There would be no vice chairman for the present time.
67.2025 APOLOGIES WITH REASONS FOR ABSENCE AND ACCEPT APOLOGIES WHERE VALID REASONS, GIVEN TO THE PARISH CLERK PRIOR TO THE MEETING.
Cllr David Bellamy was absent with no apologies sent.
68.2025 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.
69.2025 TO APPROVE THE MINUTES OF THE MEETING ON 8 APRIL 2025.
Proposed Cllr Beaney, seconded Cllr White approval of the minutes. Cllr White signed the minutes.
70.2025 CLERKS REPORT.
The Parish Council noted the Carry forward 31.3.25 is £15,036.10.
The Parish Council noted that the Insurance renewal is 1 June 2025. The current insurers have not provided renewal (Clear Insurance) despite telephone calls and emails and online quotation requests. Zurich have offered a price of £500 covering £63,500 of playground equipment (11-15) units. However the clerk would ensure that the MUGA was also insured. The clerk was also in contact with another insurance provider (Gallagher). In addition Cllr White would obtain a quotation.
The Parish Council noted that it was now recommended that the parish council adopt gov.uk email addresses. The clerk would investigate costing options.
71.2025 FINANCE. TO APPROVE THE CHEQUES AND NOTE THE FINANCIAL REPORTS.
Proposed Cllr Main seconded Cllr Beaney and agreed by all Cllrs to authorise the cheques for payment.
Chq no Payee Description £
1304 V Davies Clerk Salary £361.76
1305 V Davies Clerk Expenses £59.82
1306 J Cooper Internal Audit £45.00
1307 Parish of Asterby Group £15.00
1308 K White Travel Expenses £61.20
COM Inst Account £1,013.03 (31.3.25)
Community Account (Previously Treasurers) £14,230.07 (31.3.25)
Income.
9.1.25 Lloyds Bank Interest £0.86
9.2.25 Lloyds Bank Interest £0.89.
9.3.25 Lloyds Bank Interest £0.78
13.3.25 ELDC Grant £250.00
Cllrs noted that the bank reconciliation had been verified by Cllr White.
72.2025 ANNUAL RETURN 2024-2025
a)To note the Annual Financial Report. 2024 – 2025
Cllrs noted the Annual Financial Report. Proposed Cllr White Seconded Cllr Kay and unanimously agreed by all Cllrs to approve the Annual Financial Report.
b) To note the annual Bank Reconciliation 2024 – 2025
Proposed Cllr Beaney seconded Cllr White and unanimously agreed by all Cllrs to approve the Annual Bank Reconciliation.
c) To Execute Certificate of Exemption 2024 – 2025
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 Kay and unanimously agreed by all Cllrs. The Certificate of Exemption was signed by the Chairman and the Clerk.
d) To Execute review of effectiveness of internal audit 2024 – 2025
Cllrs considered the internal audit. Proposed Cllr Kay seconded Cllr White and unanimously approved by all Cllrs to approve the Internal Audit Report.
e) To Execute Annual Governance Statement 2024 – 2025
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). Proposed Cllr White seconded Cllr Beaney and approved by all Cllrs to approve the Annual Governance Statement.
Resolution
The council approved the annual Governance Statement which would be signed by Cllr and the clerk on behalf of the Council.
The council approved the annual Governance Statement which would be signed by Cllr and the clerk on behalf of the Council.
f) To Approve Accounting Statements 2024 - 2025
The council as a whole considered the accounting statements (Section 2 Accounting Statements 2024/24). Proposed Cllr White seconded Cllr Main 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.
g) To Execute the Notice of Public Rights 2024 – 2025
Cllrs resolved that the dates that the public could exercise their rights to view the accounts would be Monday Tuesday 3 June 2025 to Monday 14 July 2025
h) To note the Variances 2024-24
Cllrs noted the variances and the explanations for the variances between the income and expenditure for 2024-2025 compared to 2023-2024. Proposed Cllr White seconded Cllr Kay and approved by all councillors to approve the variances.
i) Summary of Income 2024-2025
Cllrs noted the summary of income.
73.2025 FLOOD PREVENTION
There was no update. Witham Third had advised that consent would be needed if the culvert were to be amended. It was proposed that residents be contacted to request that they clear the part of the culvert which bordered their property.
74.2025 PLAYGROUND/MUGA
Repairs were needed to the kissing gate/fence at the playground. (two posts would need to be replaced). In addition repairs were needed to the swing seats. A contractor would be contacted for a quotation for emergency repairs. The parish council resolved to address the emergency repairs immediately and also to obtain a quotation for replacement. It was proposed to submit a lottery/ELDC grant to replace the playground.
75.2025 PROPOSAL TO ERECT NEW VILLAGE SIGNS
A quotation had been received for a maximum of £1489. (Gates, undercoat and painting and erection). Planning application would be needed from ELDC. The clerk would contact ELDC planning for information and also the clerk at West Asterby Parish council who had recently erected similar gates.
76.2025 SPEEDING
There was no update. This would be progressed.
77.2025 PLANNING APPLICATIONS
There were no applications.
78.2025 ALLOTMENTS
There were no issues.
79.2025 CEMETERY
There were no issues.
80.2025 NEWSLETTER
Cllr Main would draft the next newsletter entry.
81.2025 ANY OTHER BUSINESS
Cllr White would put the agendas and notices on the noticeboard.
82.2025 DATE OF NEXT MEETING
Tuesday 3 June.
The meeting finished at 9.00 pm. THESE NOTES ARE DRAFT UNTIL ADOPTED AT THE JUNE MEETING.