May 2019
UPTON PARISH COUNCIL
MINUTES OF THE ANNUAL PARISH COUNCIL MEETING
Held on the 14th May 2019
PRESENT: Cllr D Spittlehouse. (In the Chair)
Cllrs: P Fotheringham. L Alsop. J Alsop. B Moden. P Rushton. S Barrow.
Parish Clerk: L Holman.
ALSO PRESENT: 1 member of the public
ABSENT: All Councillors present.
028/19 TO RECEIVE COUNCILLORS DECLARATION OF ACCEPTANCE OF OFFICE, REGISTER OF MEMBERS INTEREST AND TO RECEIVE THE PARISH COUNCILS ADOPTED CODE OF CONDUCT:
All Councillors signed the Declaration of Acceptance of office. Resolved.
Cllrs: Spittlehouse, Fotheringham and Rushton completed the register of members interest form. Resolved.
Cllrs: Moden, J Alsop, L Alsop and Barrow completed form B. No change of circumstances. Resolved.
Cllrs: Spittlehouse, Rushton and Barrow agreed to accept a pdf version of the Code of Conduct. Resolved.
Cllrs. Moden, J Alsop, L Alsop and Fotheringham received a hard copy of the Code of Conduct. Resolved.
029/19 TO ELECT A CHAIRMAN FOR THE ENSUING YEAR:
The current Chairman Cllr Spittlehouse occupied the Chair for nominations for the appointment of Chairman for the ensuing year.
Cllr Rushton proposed that Cllr Spittlehouse be elected Chairman. Cllr J Alsop seconded the proposal.
It was therefore Resolved: That Cllr Spittlehouse is elected Chairman for the ensuing year.
030/19 TO RECEIVE DECLARATION OF ACCEPTANCE OF OFFICE OF CHAIRMAN:
Cllr Spittlehouse signed the formal Declaration of Acceptance of Chairman, which was countersigned by the
Clerk as Proper Officer of the Parish Council.
031/19 TO ELECT A VICE CHAIRMAN FOR THE ENSUING YEAR:
Cllr J Alsop proposed Cllr Rushton is elected for Vice Chairman. Cllr Fotheringham seconded the proposal.
It was therefore Resolved. That Cllr Rushton is elected as Vice Chairman for the ensuing year.
032/19 TO RECEIVE DECLARATION OF ACEPTANCE OF OFFICE OF VICE CHAIRMAN:
Cllr Rushton signed the formal Declaration of Office of Vice Chairman on the understanding that he is
not prepared to act for the Chairman. This was countersigned by the Clerk as Proper Officer of the Parish
Council.
Matters Raised in the Public Forum:
The following issues were mentioned
• Dog fouling situation has been improved over the last few weeks.
• Post Office in the Village Hall is unreliable. Clerk was requested to write to Cllr J Milne for advice on any action that could be taken.
033/19 TO RECEIVE AND RESOLVE TO ACCEPT APOLOGIES OF ABSENCE:
The clerk had received apologies from Cllr J Milne.
034/19 TO RECEIVE DECLARATIONS OF INTEREST UNDER THE LOCALISM ACT 2011:
There were none.
035/19 MINUTES OF MEETING – 12TH MARCH 2019:
It was proposed, seconded and Resolved: That the official minutes of meeting held 12th March 2019 are
approved as correct records and signed by the Chairman.
036/19 REPORT FROM CLLR MILNE:
No report.
037/19 MATTERS ARISING:
Some volunteers for phone box decorating have come forward.
038/19 TO AUTHORISE CLERKS EXPENSES AND SALARY:
The Clerks salary and expenses for period March/April 2019 was accepted and approved. Resolved.
039/19 TO AGREE FINAL ACCOUNTS 2018/2019:
Accepted and Resolved.
040/19 TO SIGN DECLARATION OF EXEMPTION CERTIFICATE:
Signed by Chairman and countersigned by E Holman Responsible Financial Officer. Resolved.
041/19 TO APPROVE THE ANNUAL RETURN AND ANNUAL GOVERNANCE STATEMENT FOR FINANCIAL YEAR
2018/2019:
The audit figures and annual return statement had been issued to all Councillors prior to the meeting.
Proposed, seconded and Resolved.
That: The Chairman and the RFO sign the 2018/2019 annual return.
Having resolved that all annual governance statements were agreed, the Chairman and the
Clerk to sign the 2018/2019 annual governance statement.
042/19 PAYMENTS AND RECEIPTS MADE SINCE LAST MEETING 12TH MARCH 2019:
DATE PAID AMOUNT RECEIPTS
01.04.2019 £7.500 WLDC Precept
25.04.2019 D Thomas £120
043/19 TO APPOINT AN INTERNAL AUDITOR FOR THE NEXT FINANCIAL YEAR:
All Councillors unanimous in continuing with the same auditor if she is agreeable. Resolved.
044/19 TO DISCUSS ASSET REGISTER AND ANY MAINTENANCE REQUIRED AND TO AGREE ON A FIGURE FOR
INSURANCE:
Proposed and seconded to accept the figures for insurance. Resolved.
It was discussed and agreed that the Jubilee Seat donated by Mr Hutchinson, requires some attention.
Cllr Spittlehouse to approach Mr Hutchinson. Action to be taken.
All agreed to have the annual bus shelter cleaning. Clerk to contact the usual contractor. Action to be taken.
045/19 TO RECEIVE INSURANCE QUOTE:
Proposed and seconded to accept insurance quote from Zurich. Resolved.
046/19 TO CONSIDER ANY GRANTS APPLIED FOR:
The Clerk had received in writing a formal application for a grant from the Playing Field treasurer.
The unaudited accounts from the Playing Field treasurer were circulated.
It was proposed and seconded to grant £1500.
No other grants had been applied for. Resolved.
047/19 CHEQUES FOR SIGNING:
D Thomas (Grass Cutting) £120
E Harrison (Internal Audit) £50
E Holman (Clerks wages and expenses) £274.70
Playing Field Grant £1.500
048/19 PLANNING APPLICATIONS FOR CONSIDERATION:
139184: Full planning to erect 1 dwelling + garage. Church Rd.
No observations or objections from the Council. Resolved.
139202: Application for Lawful development certificate to use dwelling house. 1 Church Rd.
Not a matter for council consideration.
049/19 TO RECEIVE PLANNING APPLICATION DECISIONS:
139091: Col’s Mere. To vary conditions 3 & 4. Permission granted. Resolved.
138782: Full planning land adj. 4 Padmoor Lane. Permission granted. Resolved.
050/19 VILLAGE HALL REPORT:
No report. Cllr L Alsop to attend next meeting on the 24th June 2019.
051/19 CRIME REPORT:
Resident in Upton had garage door tampered with but no entry was gained.
052/19 NEIGHBOURHOOD PLAN UPDATE:
A meeting with Janet Clark from Community Lincs has been arranged at the village hall on the 15th May 2019
to discuss the way forward into producing a neighbourhood plan, possibly joint with Kexby.
053/19 GDPR COMPLIANCE UPDATE:
All Councillors completed a General Data Protection compliance form.
Resolved: All of Upton Parish Councillors are now in complete compliance with this legislation.
054/19 STANDING ORRDERS:
There were no amendments or additions to the standing orders. Resolved.
055/19 CLERKS CORRESPONDENCE INCLUDING PREVIOUSLY CIRCULATED EMAILS:
Letter from Sir Edward Leigh
A letter to support Upton Parish Council’s letter of objection to planning application 139031
had been sent to the planning officer from Sir Edward Leigh.
New Councillors training session
The Clerk has booked 3 places for this training session to be held at the Guildhall on the 18th June.
Planning breach update
The Clerk had received a reply back from the enforcement officer, asking for any proof that the
holiday lets were let out for longer periods.
A reply was sent back stating that: although proof could not be obtained by ourselves
due to the security of high fences etc. West Lindsey should be inspecting on a regular basis,
a register of occupants provided by the owner stating the name and addresses of any person
staying there. This was a condition set by the planning officer at the time this application was
granted.
Street Lighting Policy
All Councillors had received email regarding street lighting policies.
Ride to save lives
This event will take place 22nd September. Posters will be emailed for advertising.
Road Closure
Common Lane 17th – 19th June 2019.
Litter on Common Lane
Email received and circulated re- litter used condoms and intimate items on verge Common Lane.
The Chairman closed the meeting at 9.0 pm. The next meeting will be on the 16th July 2019.
Signed……………………………………………………………………………………………………………………..
Date……………………………………………………………………………………………………………………….