Minutes of the Parish Council on 13 September 2023

MINUTES OF THE CHOPPINGTON PARISH COUNCIL MEETING HELD ON WEDNESDAY 13 SEPTEMBER 2023.

THOSE ATTENDING:

Cllr H Allsopp

Cllr K Burn

Cllr A Hart

Cllr J Foster

Cllr G Huntley

Cllr A Iley

Cllr J Rowell

Cllr Vaughan (Chair)

IN ATTENDANCE:

Mrs A Brindley, Parish Clerk/Responsible Finance Officer, Mr D L Nicholson Deputy Parish Clerk, and Mr D Iley Admin/Finance Office.

AGENDA PART 1

C040/23      1.         APOLOGIES FOR ABSENCE.

Cllr L Watson submitted apologies (ill health). The meeting accepted this as a proper reason for non-attendance.

C041/23      2.         DECLARATIONS OF DISCLOSABLE PECUNIARY AND OTHER REGISTERABLE INTEREST(s)

none

C042/23      3.         PUBLIC QUESTIONS.

 The Parish Clerk reported no questions have been submitted.

C043/23      4.         PLANNING MATTERS FOR CONSIDERATION.

The Parish Clerk reported that there were no planning matters requiring consideration by the Parish Council.

C044/23      5.         TO RECEIVE AND ADOPT THE MINUTES OF THE PARISH COUNCIL MEETING HELD ON 19 JULY 2023 .

The meeting agreed the minutes represented a true record of the meeting, authorizing they be signed as such and placed in the public domain.

C045/23      6.         MATTERS ARISING.

CO39/23: The Parish Clerk reported that the submission made for inclusion in the Local Transport Plan (LTP) included refence to road safety measures on Stakeford Lane, Morpeth Road and West Sleekburn.

C046/23      7.         TO RECEIVE AND NOTE THE MINUTES OF THE FINANCE COMMITTEE HELD ON 26 JULY 2023  

  Members received and noted the minutes.

C047/23      8.         PARISH CLERKS REPORT.

1. Finance Report. Members received a report from the RFO on expenditure made and income received since the last meeting of the Parish Council. This information will be placed on the Parish Council website.
2. Financial Performance to the end of the financial quarter. Members agreed to refer this item to the Finance Committee for detailed consideration.
3. Health and Safety report. Members received the quarterly report for consideration, a copy of which is attached to these minutes.
   1. The Parish Clerk reported on:
   2. The Parish Council as an employer.
   3. The following equipment/premises

Play areas

Bus shelters (not for the ground it stands on)

Allotments (Site at Bomarsund)

Parish Office

The additional security measures following an attempted break-in to the Welfare.

4. External Audit.

The Parish Clerk reminded members that the audit for 2022/23 is the first audit undertaken by Mazars since their appointment. Mazars have advised the council that the review has been completed and there are no matters referred for further consideration.

RESOLVED: The Parish Council thanked the Parish Clerk for the report, agreeing all actions be taken subject to delegated authority and financial regulations. The Parish Clerk/RFO and the FAO received particular appreciation for all of the work undertaken in relation to the external audit.

Agenda – Part 2.  Members can resolve that in consideration of Standing Order 3 and because of their special and confidential nature, items may require consideration after the exclusion of press and public.

           No matters required consideration in Agenda Part 2

 There being no further business the meeting closed at 19:55.

Chairman                                                                             Date

Item 8.1                                                                                                                     Addendum 1

Item 8.3                                                                                                                     Addendum 2

Health and Safety report to Parish Council meeting 13 September 2023

Background

Health and Safety items covered in this report relate to:

1. Parish council as an employer

1. The following equipment/premises

1. Play areas
2. Bus shelters (not for the ground it stands on)

• Allotments (Site at Bomarsund)

1. Parish Office

1. Addition health and safety inspections for:

1. Stakeford and Bomarsund Welfare Centre – the Council shares areas of the building has access to the car park and uses surrounding areas for sporting activities.
2. West Sleekburn premises and grounds on behalf of the Trustees of West Sleekburn Hall.

Employees

Covid update.  When working from the office staff are maintaining social distancing.  Moving around the public area staff are required to wear masks. 

Play areas

The Parish Council maintains the following play areas

            West Sleekburn

            Milburn Grange

            Eastgreen

            Cambridge Road

            Liddells Field

            Welbeck Road

Weekly reports are received from inspections by Northumberland County Council which are reviewed by DLN and DI.  The reports are colour coded to alert the seriousness of any damage or defects. 

Anything marked as a serious alert (red) may be dealt with by the NCC inspector, but this will trigger a visit by a Parish officer and a course of action agreed. 

Allotment site

DI undertakes monthly inspections of allotments noting the general condition of site, gates, locks, water taps and tracks and any general obstacles.

Parish Office

All members of staff have responsibility for health and safety on a daily basis

Stakeford and Bomarsund Welfare

DI undertakes monthly inspections of the external area noting the general condition of site, paths, and surfaces.  These are reported to the Welfare Secretary for action.

West Sleekburn Hall

DI performs monthly hard surface inspections. 

Updated Report

Play Areas

Outstanding issues and actions arising from RoSPA report

RoSPA identified that all swings as medium risk indicating that covers should be removed and the fitting at the top of the chain and the shackle bolt should be checked for wear annually.  We have been advised that this check is performed as part of NCC’s weekly inspections.

RoSPA identified seating should be 1m away from the perimeter fence to discourage children jumping from the benches over the fences.  The seating at Cambridge Road, Church Avenue and Eastgate are identified as being too close.  This is marked as a medium risk.  The Eastgate seat requires repair also so that one will be first one to be moved.  Now that the school holidays are over we will be able to access play areas.

Liddells Field

The climbing frame is identified as a low risk, we are advised that the Hag equipment is on the way.  The goalposts required painting but, we are in process of purchasing another larger set.

Cambridge Road

There is nothing of note, we have had to re-attach one of the 5 way swings.  The matting is exposed and requires preventative work.

Church Avenue

In addition to the swings and shackles and seating, The RoSPA report identified a missing cap on the MUGA and the  addition of a sign warning against climbing on the equipment.  A warning sign is now in place.

A bolt has become loosened on the toddler swing which is proving difficult to tighten.  Currently the swing has been taken out of action.

Morpeth Road

The swing shackles were replaced after last year’s inspection, so these swing shackles are less than a year old.  The matting under the swing and rocker is required to be re-laid and returfed as a medium risk.  This will be purchased from Kompan. The stand and spin may require new bearings in the near future.

Eastgreen

In addition to the swings and shackles and seating,  the excess links on the swing identified in the RoSPA, have been removed.

On Tuesday 5^th September the softpore surface under the swings was vandalised leaving a high risk likelihood of an accident.  Our contractor made the repair that day and used barriers to protect the ground, however the next day considerable damage had been done to the newly laid softpore which necessitated the contractors return on Thursday 7^th .  There are plans to leaflet the area advising of the cost of the repairs.

Milburn Grange

In addition to the swings and shackles, nothing higher than low risk, the rocker required some paint touch up.

A nut has fallen off a bolt attaching the fence to the gate, officers are purchasing another nut.

Allotment site

Issues to note

No change – Still awaiting plainings for pot holes to entrance of site.

Water boxes require repair, DPC has had a template prepared.

Parish Office – No change

Stakeford and Bomarsund Welfare – No change

West Sleekburn Hall – There is evidence of slight damage to the left had side of the external entrance.

Actions to be considered

To consider the report and direct the Parish Clerk on any issue raised that require further action.

A Brindley

Parish Clerk

7 September 2023