Minutes May 2021
Held on the 18th May 2020
Present: Cllr D Spittlehouse. (In the Chair) Councillors: P Ruston. S Barrow. P Fotheringham. M McDaniel.
A Fotheringham.
Clerk. L Holman.
Also Present: 3 Members of the public.
Cllr. J Milne.
Absent: All Councillors present.
Matters Raised in the Public Forum.
The potholes in Cade Lane worsening again and getting bigger.
Several dog poo bins requiring attention. Clerk had reported the one broken on High St.
Dog fouling again becoming a problem around Lodge Lane and several gardens had been fouled on in that area.
13/21 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 S Barrow seconded the proposal.
It was therefore Resolved: That Cllr Spittlehouse is elected Chairman for the ensuing year.
14/21 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.
15/21 TO ELECT A VICE CHAIRMAN FOR THE ENSUING YEAR:
Cllr S Barrow proposed Cllr Rushton is elected for Vice Chairman. Cllr M McDaniel seconded the proposal.
It was therefore Resolved. That Cllr Rushton is elected as Vice Chairman for the ensuing year.
16/21 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.
17/21 TO RECEIVE AND RESOLVE TO ACCEPT APOLOGIES OF ABSENCE:
The clerk had received no apologies.
18/21 TO RECEIVE DECLARATIONS OF INTEREST UNDER THE LOCALISM ACT 2011:
There were none.
19/21 MINUTES OF MEETING – 9th MARCH 2021:
It was proposed by Cllr S Barrow and seconded by Cllr P Fotheringham and Resolved: That the official minutes of meeting held 9th March 2021 are
approved as correct records and signed by the Chairman.
20/21 MATTERS ARISING FROM MEETING HELD 9 th MARCH 2021:
Footpath 50 and traveller site on agenda for discussion included in item 13.
21/21 TO AUTHORISE CLERKS EXPENSES AND SALARY:
The Clerks salary and expenses for period March/April 2021 was accepted and approved. Resolved.
22/21 PAYMENTS AND RECEIPTS MADE SINCE LAST MEETING 9th MARCH 2019:
11.03.2021 Bacs LALC Subscription £155.66 £155.66
22.03.2021 Chq 11 N Dann Handyman £54.00 £54.00
30.03.2021 Bacs J Bower Grass £130.00 £130.00
16.04.2021 Standing Order Public Works Loan £357.27
16.04.2021 Bacs E Harrison Internal Audit £50.00 £50.00
26.04.2021 Bacs J Bower Grass £130.00 £130.00
23/21 TO AGREE FINAL ACCOUNTS 2020/2021:
Accepted and Resolved.
24/21 TO SIGN DECLARATION OF EXEMPTION CERTIFICATE:
Signed by Chairman and countersigned by E Holman Responsible Financial Officer. Resolved.
25/21 TO APPROVE THE ANNUAL RETURN AND ANNUAL GOVERNANCE STATEMENT FOR FINANCIAL YEAR 2020/2021
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 2020/2021 annual return.
Having resolved that all annual governance statements were agreed, the Chairman and the
Clerk to signed the 2020/2021 annual governance statement.
26/21 TO APPOINT AN INTERNAL AUDITOR FOR THE NEXT FINANCIAL YEAR:
All Councillors unanimous in continuing with the same auditor if she is agreeable. Resolved.
27/21 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.
28/21 TO RECEIVE INSURANCE QUOTE:
Proposed and seconded to accept insurance quote from Zurich. Resolved.
29/21 TO CONSIDER ANY GRANTS APPLIED FOR:
The Clerk had received in writing a formal application for a grant from the Playing Field treasurer.
No other applications had been received.
It was agreed to grant the Playing Fields £1500 which was allocated and precepted for any grants applied for. Resolved.
30/21 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.
31/21 STANDING ORRDERS:
Cllr Spittlehouse requested that if any further memorial benches, street furniture etc were to be erected in the village that is be made of recycled material requiring no maintenance, to be added to the Standing Orders. This was proposed by Cllr Rushton and seconded by Cllr P Fotheringham. Resolved.
32/21 RISK MANAGEMENT:
This was reviewed and accepted. Resolved.
33/21 CLERKS CORRESPONDENCE INCLUDING PREVIOUSLY CIRCULATED EMAILS:
Traveller Site Update
There had been a delay in LCC serving the Planning Contravention Notice. This was served on or around the 29th April effectively giving the land owner 21 days to respond. Clerk to update when any more information comes to light.
Footpath 50 Update
The clerk had approached Chris March from the footpath authority for a site visit, he declined at this point. Sir Edward Leigh and Cllr J Milne had been for a site visit in the middle of April and Sir Edward to get in touch with LCC.
It was suggested at the meeting to either lay board walk covered with mesh or Limestone to help soak up the water. Clerk to write to Chris Marsh to put this suggestion to him. Action required by Clerk.
Highways issues
The potholes on Church had been brought to the attention of a Councillor who requested that this problem be added to the agenda. In the meantime, the Clerk had contacted Steve Hudson and he agreed to come and do a site visit. Cllr Spittlehouse suggested to ask the complainant to write a letter himself as this would give more substance to the problem. This was agreed.
Parish Allotment
This has been handed back to the Parish Council. All agreed to advertise it for £20 per annum. Clerk to do a poster for the noticeboard, and post on the FB page. Closing date to be the end of June so it can be discussed at the July meeting if not been rented to turn it into a picnic area or any other suggestions. Action required by Clerk.
Neville Barnes money for environment offer
The Clerk had received a phone call from Amy at Neville Barnes informing her that they plan to charge for plastic bags and would like to donate the proceeds towards a project or something for the environment in the village.
Amy suggested equipment for litter picking, but we already have this provided by WL.
It was discussed that if the garden allotment wasn’t taken and turned into a picnic area then the money could go towards the project. Clerk to inform Amy of the Councils thoughts. Action required by clerk.
The meeting closed at 8.45.pm
The next meeting will be the 13th July 2021.