In attendance:- Cllr Ben Shaw (BS/Chair), Miss E Cooper (EC/Clerk), Cllrs Peter McLaughlin (PM) and David
Beckles(DB)
- Apologies for absence
Cllr B Heneghan was not present.
- Declarations of interest in the items on the agenda
None declared.
- Update on the recreation ground Play Areas
3.1 Toddler play area
BS stated that estimates for the decommissioning of the old toddler play area and the
ground work & installation of a new toddler play area had been identified. Council
unanimously agreed that work should proceed with the company who had quoted and had
previously supplied play equipment for Upton.
Estimated costs in financial year 20/21 £8000.
Total estimated costs £14255 (ex VAT).
BS to contact contractor & authorise work.
3.2 Adventure play area
Play equipment identified as remaining under warranty. Quarterly inspections in place for 2021.
Clerk to obtain quote for new wood chippings in this area.
Council also agreed that the existing surface must be turned over prior to new chippings. Agreed to
schedule for Saturday 6th March (weather & volunteers dependent).
EC to speak to BH re. Supply of equipment needed for ground work.
- Updates on the maintenance of the recreation ground
4.1 Grounds maintenance
The lead volunteer for grounds maintenance is no longer coordinating maintenance on the
recreation ground or around the village. A new volunteer list is being created which the council
hopes to see by the end of January.
4.2 Replacement fence
It has come to light that the council has a legal obligation to have a fence in place on the north-west
boundary of the recreation ground. Owners of the land adjoining the recreation ground are also
keen to stop trespassers on their land. This project will be pursued in early 2021.
4.3 Litter / bins
This matter is a part of the recent village-wide survey & results will be published in January.
4.4 Signage
This matter is a part of the recent village-wide survey & results will be published in January.
4.5 Wild flower area
A meeting had taken place to discuss this matter, or a ‘micro-woodland’ in place of the old toddler
play area. This will be subject to further discussion once the play area is fully decommissioned.
- Update from the Chair on the village survey
5.1 Questionnaire via Upton News
109 responses had been received to the questionnaire & results will be published in
January.
5.2 Next stage (Parish Plan)
A new Parish Plan will be formed from the results of the survey, with a current intention of
presenting a draft plan at this year’s Annual Parish Meeting (TBC).
- Update from Cllr PMcL on UPC IT
6.1 Village web site
PM confirmed that both the updating & compatibility requirements were nearing completion with
an external contractor, in order to conform with web site accessibility legislation.
6.2 Any other IT related update
PM agreed to compile procedures for updating protocols on WordPress for the village web site.
7. Update from the EC & BS on information gathered on the history of the rec & village hall & any
subsequent actions required
EC reported that verbal & email requests had drawn a blank & that papers stored by the council would
be examined shortly & reported to council in January.
- To agree on the proposal for a new UPC Structure
8.1 What we do on UPC
BS created a structure with councillor responsibilities & this was agreed by those present.
8.2 Internal emails and email structures going forwards
A system of highlighting the importance of emails & actions required was discussed & agreed by
those present.
8.3 Work Flow Tracker – Monday.com to help us communicate better and give confidence to progress
things
Council unanimously agreed that after investigation, this system would not suit needs.
8.4 Red Folder / Parish Council Bible – what is it and when can it be in place?
Clerk to arrange both an e-folder & physical folder, containing all key council documents &
processes. To present to council on completion.
8.5 Clerk weekly catch up with the Chairman
Agreed a weekly phone call of no more than one hour.
- To hear an explanation & proposal to investigate a Neighbourhood Plan
BS explained the benefits of a Neighbourhood Plan & was investigating the possibility for Upton.
- To agree UPC Aims & Objectives
BS had issued the Aims & Objectives prior to the meeting & these were unanimously agreed by council.
- To agree UPC Strategic Plan
BS had issued the Strategic Plan prior to the meeting & this was unanimously agreed by council.
- To agree a format for recruiting new councillors
12.1 New Councillor Pack
EC had provided details of the content of the new councillor pack & this was accepted by council.
12.2 Recruiting new councillors
A potential new councillor was highlighted. EC to contact.
- To agree the content of the next council update for Upton News (January 2021)
Council unanimously agreed PC content for next Upton News. Clerk to compile in conjunction with
PMcL.
Date of next meeting: –
Thursday 14th January 2021 at 7.30pm via an e-conference system
| Action Points from this meeting | ||
| No. | Action | When By |
| 1. | EC to compile next Upton News update (Jan 21) | Actioned |
| 2. | EC to compile ‘red folder’ x 2 & present to council on completion | Actioned |
| 3. | BS to contact Kompan & authorise start of new play area work | December |
| 4. | EC to obtain quote for wood chippings | January |
| 5. | EC to speak to BH re. equipment required for ground work on adventure play area | January |
| 6. | PM to compile procedures for updating WordPress/web site | January |
| 7. | EC to contact potential new councillor | Actioned |
| 8. | BS/EC to report on historical papers stored by the council | January |