Agenda for the Annual General Meeting 14th May 2019

You are invited to attend the Annual General Meeting of Upton Parish Council, Upton Village Hall, Tuesday 14th May 2019 at 7.00 pm in the village hall meeting room. 

Members of the press and public are welcome to attend.


  1. Apologies for Absence 
  1. Election of Chairman and Vice-Chairman
  1. Acceptance of Office – All Members

            To complete Acceptance of Office form

  1. Register of Interests – All Members

            To complete Register of Interests forms. 

  1. Co-option of New Councillors

To formally co-opt two new councillors and complete Acceptance of Office and Register of Interests forms.

  1. 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.

Members are reminded that it is a criminal offence if, without a reasonable excuse, you fail to declare your Disclosable Pecuniary Interests (DPI) either for inclusion on the register or to amend the register, or when you become aware of a DPI which is not recorded, but which relates to a matter to be discussed at a meeting where you are present.

Please also see ‘Openness and transparency on personal interests’ and ‘Code of Conduct’ (sent separately). 

  1. Adoption of minutes of previous meetings:

14th May 2018 (AGM)

29th April 2019 (APM)

16th April 2019 UPCX

21st March 2019 UPC

  1. Matters arising:

8.1 Annual General Meeting on 14th May 2018

     8.2 Annual Parish Meeting on 29th April 2018

     8.3 16th April 2019 UPCX

     8.4 21st March 2019 UPC

  1. Public Forum (maximum 15 mins, 3 mins per person)
  1. Business to be transacted:

10.1     To discuss completion of Annual Governance Statement

10.2     To discuss Aims and Objectives for 2019/20

     10.3     To note Standing Orders review July 2019

     10.4    To note Financial Regulations review July 2019

10.5     To agree Clerk’s salary for FY 2019-20 (confidential – public must leave the meeting).

10.6     To accept/reject Adoption of Accounts (2018-2019 circulated in advance)

     10.7     To agree timetable for completion of 2018/2019 audit

10.8     To discuss potential items of expenditure / project work for 2019/20 as per the budget:-

  1. Garage door repairs
  2. Defibrillator training
  3. Pump Track resurface
  4. New / old toddler play area
  5. Overflow car parking

10.9    To discuss PC future IT policy

10.10  To discuss and formalise the Roles and Responsibilities of the new PC.

  1. Recreation ground signage (take over from SCF)
  2. Play area inspections
  3. Financial scrutiny, VAT, pay
  4. Toddler play area(s)
  5. Car park overflow area
  6. Asset and risk register responsibility
  1. Planning

    To discuss any planning applications outstanding.

  1. Correspondence

   To discuss any correspondence received prior to the issue of the agenda.

  • Home Start response to donation.
  • OALC Nominations to stand for executive committee
  • OCC Annual Community Emergency Planning Survey

13. To discuss Financial Business Considerations:-

13.1  Summary of receipts in previous financial year

  • Total Payments 2018-19 = £9782.95
  • Total Receipts 2018-19 = £17069.99
  • Lloyds Bank Gross Interest 2018-19 £6.55 (compared to the previous year of £6.35)

13.2  To accept/reject the Schedule of Payments (see Appendix A below)

13.3 Receipts to date this financial year:-

  • VOWH precept £4688.00 (April 2019)
  • HMRC VAT repay £48.28 (April 2019)
  • Bank interest April .52p
  • Donation from Upton News £75.00

13.4 To discuss training for Councillors

  1. Date of next AGM

TBC Monday 18th May 2020 7pm. 


Liz Cooper

Clerk to Upton Parish Council

9th May 2018



Appendix A – Schedule of payments



SCF APM Expenses (auth sig required) £65.21
Andrews Computing Ltd – IT support for PC laptop (paid to be ratified) 25.00


Motor Mower Insurance came&co (expired 30.4.19). Paid to be ratified. £147.00
Microsoft April 2019 £3.80
PC liability insurance due for renewal 1.6.19. (last year £625.57, 3rd year of 3-year deal). £644.34
Clerk expenses 22.3.19 – 14.5.19 (tbc see submitted expenses sheet) £33.00
Clerk salary & HMRC PAYE paid monthly by SO. Not publicly disclosed.
Kalehurst invoices x 2 services & repairs

£347.47 / £85.11

TOTAL           £1325.93                

Liz Cooper

Clerk, Upton Parish Council, 24th April 2019