Minutes of the Annual General Meeting 19th May 2015


Minutes of the Annual General Meeting of Upton Parish Council

Upton Village Hall, Tuesday 19th May 2015 at 8.00 pm

PRESENT:  Dr R Lott, Mr S Fraser, Mr S Norman, Mr R Traynor, Mrs A Hoy (Clerk)

1. Election of Chairman: Having expressed his wish for others to stand, it was proposed and seconded that Dr Robert Lott be re- elected as Chairman of Upton Parish Council, carried unanimously.

2. Apologies for Absence: Cllr J Shelley, Cllr S Lilly

3. Declarations of Interest

Members are asked to declare any personal interest and the nature of that interest which they may have in any items under consideration at this meeting.  None recorded.

4. Election of Vice-Chairman:  Having expressed his willingness to stand, it was proposed and seconded that Mr S Fraser be re- elected as Vice Chairman of Upton Parish Council, carried unanimously.

5.  Acceptance of Office – Dr Lott , Mr Fraser. Mr Norman and Mr Traynor were duly re-elected as Members of the Parish Council and all signed the Declaration of Acceptance of Office.  The Clerk was requested to write to the representatives who sit on various local committees, thanking them for their past service and requesting confirmation that they were willing to continue with those duties.  Clerk

6. Adoption of minutes of meeting(s) on: 17th March, and the Annual Parish Meeting on 20th April having been previously circulated were agreed to be a true record and were signed by the Chairman.

7. Reports: No reports were presented.

8. Public Forum:  no members of the public were present

9. Matters arising:

Parish Council Meeting on 17th March:

a) Chilton Road traffic calming measures:  Dr Lott had received confirmation from Patrick Mulvihill of Highways regarding the proposed consultation on traffic calming measures, which would start at the end of May,

b) Annual Community Emergency Planning Survey 2014/15 – Mr Reid was due to report on this but as he had resigned from the Council, Mr Traynor agreed to ask Ian Ross, who had been helping Mr Traynor, to finalise the report. RT

Annual Parish Meeting on 14th April

a) Revisiting parish plan: Mr Traynor confirmed that Version 4 had been completed and would be circulated to the PC for review with a view to gaining approval at the next PC meeting. Distribution to the village would now be by hand in A5 format (costs would be similar to Upton News), instead of the earlier proposed online survey.  He requested help with proof reading. Brian Rippon had offered to put a pdf version on Upton News. RT/ALL

b) Co-option of Councillor:  The Clerk had prepared a notice to be posted for two vacancies for parish councillor, following the recent retirement of Mrs Shaw and Mr Reid; all councillors were requested to consider whether anyone they knew in the village might be willing to take on the role. Clerk to contact OCC to advise them of the vacancies and post the Notice. ALL/Clerk

c) Methodist Chapel – further correspondence had been received from the Methodist Church expressing their intention to apply for change of use with a view to building several small housing units for elderly people.  It was agreed that this was a planning application that UPC would actively support.

d) Damage to grass verges caused by Refuse Collection Vehicles – Further to the complaint raised at the Annual Parish Meeting, the Clerk was requested to write a letter to the Vale             suggesting that smaller vehicles be used for rubbish collections in the village. Clerk

10. Business to be transacted:

a) Ratification of Annual Governance Statement:  the document was read out and after discussion was duly signed by the Chairman and the Clerk.

b) Adoption of accounts: the 2014-15 accounts, having been previously circulated, were adopted unanimously. Revaluation of assets in last year’s accounts from £79k to 83k was not accepted by the External Auditors BDO, who had requested that they be reversed; this was agreed.

c) Aims and Objectives: these were adopted unanimously.  Clerk to pass to Webmaster and upload to data file.

d) Standing Orders:  a minor change to January 2015 document was suggested, which was adopted unanimously.  Clerk to pass to Webmaster and upload to data file.

e) Financial Regulations: these were reviewed and minor alterations made, after which they were unanimously adopted.  Clerk to pass to Webmaster and upload to data file.

f) Risk Assessment; this was reviewed and after discussion was adopted unanimously.

g) Asset Register: this had been recently reviewed and was adopted unanimously.

h) Clerks salary for FY 2015-16 : Clerk to check contract conditions and advice PC if an increase in salary was appropriate. To be reviewed before next meeting. Clerk also agreed to check the standing order mandate relating to salary with Lloyds.

i) Renewal of annual insurance with Came & Co: UPC was in Year 2 of a 3 year contract.

j) Membership renewal of ORCC: Mr Traynor, as the Council’s new representative on UVHAT, to query whether a joint membership of ORCC was feasible.

k) Schedule of Payments:  all payments agreed and cheques signed.  It was agreed to adopt the budget at the next meeting.

l) Japanese Knotweed:  Mr Fraser had investigated this reported sighting and taken photographs of the plant, which appeared to be on private land (Frogalley Farm).  The Clerk was requested to write a letter to the landowner asking him to seek professional advice on removing this invasive plant.

11. For noting:


  • OCC confirmed there were no funds to pay UPC to continue to cut footpaths as all areas were privately owned.
  • ORCC annual subscription – investigate joint membership with UVHAT
  • Email letter from UVHAT re payment for improvements to Village Hall
  • WREN grant consultation – response required.  UVHAT/UPC to collaborate on reply.

Receipts since last meeting

  • VOWH – precept £4065 April;
  • Lloyds Bank Gross Interest 2014-15 £4.33
  • Bank interest March .34p, April 36p

Angela Hoy, Clerk
Tel:  01235 851726
3rd June 2015

Appendix A – Schedule of payments

Description Amount
Mrs A Hoy (salary, April, May @ £149.60 net per month) cheque payment £299.20
HMRC PAYE (standing order) – 3 months £112.20
The Broker Network  (insurance renewal) £558.37
      Inside Out Developments  (Village Hall improvements) £4695.00
VAT payment on above £2939.00
      Giffords – Cushionfall (by BACS transfer) £1428.00
DVLA Road Tax (replacement for outdated cheque) £55.00
TOTAL £10086.77