MINUTES OF THE CHOPPINGTON PARISH COUNCIL MEETING HELD ON WEDNESDAY 13 SEPTEMBER 2023.
Cllr H Allsopp
Cllr K Burn
Cllr A Hart
Cllr J Foster
Cllr G Huntley
Cllr A Iley
Cllr J Rowell
Cllr Vaughan (Chair)
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)
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.
- 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.
- Financial Performance to the end of the financial quarter. Members agreed to refer this item to the Finance Committee for detailed consideration.
- Health and Safety report. Members received the quarterly report for consideration, a copy of which is attached to these minutes.
- The Parish Clerk reported on:
- The Parish Council as an employer.
- The following equipment/premises
Bus shelters (not for the ground it stands on)
Allotments (Site at Bomarsund)
The additional security measures following an attempted break-in to the Welfare.
- 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.
Item 8.1 Addendum 1
|Income and Expenditure July 2023|
|Cheque Ref||Transaction Detail||Date Paid||Total||Payee Name|
|302377||Photocopying||03/07/2023||310.60||Document Solutions (UK) Ltd|
|302378||Website maintenance||03/07/2023||60.00||Energy 365|
|302379||Telephone & Broadband||03/07/2023||248.89||British Telecom|
|302380||Finance for Cllrs training KB||03/07/2023||30.00||Northumberland Assoc of Local Councils|
|Std Ord||School Sports Programme||03/07/2023||1638.58||PFC|
|Rent||Office Rent||04/07/2023||808.92||Stakeford & Bomarsund Welfare|
|302383||Canva Ltd – design tool||06/07/2023||12.99||CDO|
|302381||Annual inspections||06/07/2023||577.80||Playsafety Ltd|
|302382||Bin installation & repairs||06/07/2023||725.00||David Angus|
|302384||Youth work sessions||06/07/2023||180.00||Youth Leader|
|DD1997S195||Email server licences||07/07/2023||102.00||Google Ireland Ltd|
|302386||Replace bus shelter Morpeth Road||11/07/2023||14040.00||GW Shelter Solutions Ltd|
|Std Ord||IT/Functional||11/07/2023||324.45||Members support|
|302385||Older people line dance room hire||12/07/2023||108.00||Stakeford & Bomarsund Welfare|
|DD1998S195||Response services||12/07/2023||3.26||Royal Mail|
|302389||Salaries||14/07/2023||13502.88||Northumberland County Council|
|Std Ord||CPC router||14/07/2023||12.46||DPC|
|302387||Youth club hire Holy Family Church||17/07/2023||990.00||Choppington Parochial Church Council|
|302388||Water – allotments||17/07/2023||380.26||Wave|
|302390||Youth work sessions||18/07/2023||250.00||Youth Worker|
|302391||Training courses||18/07/2023||60.00||Northumberland Assoc of Local Councils|
|11958334A||Skip for allotments||24/07/2023||300.00||Parish Clerk|
|11958334B||Keys for allotments||24/07/2023||136.20||Parish Clerk|
|241504817||Excel Expert course 2019||25/07/2023||473.00||FAO|
|302392||Photocopying||31/07/2023||76.12||Document Solutions (UK) Ltd|
|Interest received||04/07/2023||1200.88||Public Sector Deposit Fund|
|Cheque Ref||Transaction Detail||Date Paid||Total||Payee Name|
|Std Ord||School Sports Programme||03/08/2023||1638.58||PFC|
|Rent||Office Rent||04/08/2023||808.92||Stakeford & Bomarsund Welfare|
|DD2012S196||Email server licences||07/08/2023||102.00||Google Ireland Ltd|
|302393||Grant||09/08/2023||500.00||Citizens Advice Northumberland|
|527638529||Lock & play area board||10/08/2023||27.34||Parish Clerk|
|302395||Play area repair parts||10/08/2023||1774.08||Kompan|
|Std Ord||IT/Functional||11/08/2023||324.45||Members Support|
|Std Ord||CPC router||14/08/2023||12.46||David Nicholson|
|302396||Salaries||15/08/2023||13502.88||Northumberland County Council|
|302397||Youth work sessions||16/08/2023||180.00||Youth Leader|
|302398||Youth work sessions||16/08/2023||250.00||Youth Worker|
|180395134||Skip hire – allotments||17/08/2023||300.00||Parish Clerk|
|302399||Repairs to BS & bin replacement||21/08/2023||320.00||Securefast Northeast Ltd|
|302400||Telephone & Broadband||24/08/2023||244.11||British Telecom|
|302401||Theme park entry||24/08/2023||652.50||The Alnwick Garden Enterprises||*|
|642886603||Skip hire – Allotments||29/08/2023||300.00||Parish Clerk|
|302402||Toddle In insurance||29/08/2023||77.62||Barrie of Durham|
|Interest Received||02/08/2023||1325.32||Public Sector Deposit Fund|
|Invoice 119 repairs to steps||03/08/2023||115.00||West Sleekburn Community Trust|
|Allotment rents||23/08/2023||1662.87||Allotment holders|
|* to be recharged to WS|
Item 8.3 Addendum 2
Health and Safety report to Parish Council meeting 13 September 2023
Health and Safety items covered in this report relate to:
- Parish council as an employer
- The following equipment/premises
- Play areas
- Bus shelters (not for the ground it stands on)
- Allotments (Site at Bomarsund)
- Parish Office
- Addition health and safety inspections for:
- 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.
- West Sleekburn premises and grounds on behalf of the Trustees of West Sleekburn Hall.
Covid update. When working from the office staff are maintaining social distancing. Moving around the public area staff are required to wear masks.
The Parish Council maintains the following play areas
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.
DI undertakes monthly inspections of allotments noting the general condition of site, gates, locks, water taps and tracks and any general obstacles.
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.
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.
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.
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.
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.
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.
In addition to the swings and shackles and seating, the excess links on the swing identified in the RoSPA, have been removed.
On Tuesday 5th 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 7th . There are plans to leaflet the area advising of the cost of the repairs.
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.
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.
7 September 2023