UPTON PARISH COUNCIL
MINUTES OF THE ANNUAL MEETING OF UPTON PARISH COUNCIL
HELD ON WEDNESDAY 3 JUNE 2026 AT 8.00PM
AT UPTON VILLAGE HALL
Present:
Councillor Peter Head
Councillor David Beckles
Councillor Chris Seelig
Councillor Matthew Talbot
In attendance:
Benjamin Shaw, Clerk and Responsible Financial Officer
The Clerk reported that the Annual Meeting originally scheduled for 27 May 2026 had been postponed as the Council was inquorate due to illness affecting two councillors and childcare commitments affecting a further councillor. The meeting was therefore reconvened on 3 June 2026.
- APOLOGIES FOR ABSENCE
Apologies were received from Councillor Françoise Yates and County Councillor Rebecca Fletcher.
- DECLARATIONS OF INTEREST
No declarations of interest were made.
- ELECTION OF CHAIRMAN OF THE COUNCIL FOR THE MUNICIPAL YEAR 2026/27
Councillor David Beckles nominated Councillor Françoise Yates for the office of Chairman.
The nomination was seconded by Councillor Peter Head.
RESOLVED:
That Councillor Françoise Yates be elected Chairman of Upton Parish Council for the Municipal Year 2026/27.
Voting:
For: 4
Against: 0
Abstentions: 0
Motion carried unanimously.
- ELECTION OF VICE-CHAIRMAN OF THE COUNCIL FOR THE MUNICIPAL YEAR 2026/27
Councillor Peter Head was nominated for the office of Vice-Chairman.
The nomination was seconded by Councillor David Beckles.
RESOLVED:
That Councillor Peter Head be elected Vice-Chairman of Upton Parish Council for the Municipal Year 2026/27.
Voting:
For: 4
Against: 0
Abstentions: 0
Motion carried unanimously.
As the elected Chairman was absent, Councillor Peter Head assumed the Chair for the remainder of the meeting.
- REVIEW OF DECLARATIONS OF INTEREST AND ACCEPTANCE OF OFFICE
Members confirmed that, to the best of their knowledge, their Register of Interests remained accurate and up to date.
No further interests were declared.
The Vice-Chairman completed and signed the Declaration of Acceptance of Office.
It was noted that Councillor Yates would complete the Chairman’s Declaration of Acceptance of Office at a later date.
- ELIGIBILITY FOR THE GENERAL POWER OF COMPETENCE
The Clerk advised that the Council continued to meet the eligibility criteria for the General Power of Competence, having previously satisfied the requirements relating to elected membership and the qualification of the Clerk.
The Council noted that eligibility would continue until the next ordinary election cycle.
RESOLVED:
That Upton Parish Council confirms its continuing eligibility for and adoption of the General Power of Competence.
Carried unanimously.
- DISTRICT COUNCILLOR REPORT
No District Councillor was present and no apologies had been received.
Members expressed concern that no District Councillor had attended meetings for a considerable period and agreed that a reminder should be issued encouraging attendance to provide updates on district matters and receive feedback from the parish.
ACTION:
Clerk to write to the District Councillors inviting attendance at future meetings.
- COUNTY COUNCILLOR REPORT
Apologies had been received from County Councillor Rebecca Fletcher.
No report was presented.
- OPEN FORUM
No members of the public were present at the commencement of the item.
The Clerk advised members that he had been in correspondence with the organiser of Uptonogood storage container arrangements and associated storage requirements.
Members agreed that the matter would be considered later under the relevant agenda item.
- APPROVAL OF MINUTES
10.1 Minutes of the Parish Council Meeting held on 29 April 2026
Members confirmed they had reviewed the minutes and were satisfied that they represented an accurate record.
10.2 Minutes of the Parish Council Meeting held on 25 March 2026
Members discussed concerns regarding amendments that had been incorporated into the draft minutes.
Following discussion, members agreed that:
- a) In Minute 4.1, Overflow Car Park, the bullet point relating to planning and legal considerations should be removed as it did not accurately reflect the action agreed at the meeting.
- b) In Minute 6.1(b), Planning Application, the resolution should be amended to state that the Council submitted a neutral “no objection” response together with comments relating to visual landscape impact, lighting and dark skies considerations, and potential traffic implications.
RESOLVED:
That the minutes of the meetings held on 25 March 2026 and 29 April 2026 be approved subject to the amendments detailed above.
Proposed: Councillor Peter Head
Seconded: Councillor Matthew Talbot
Voting:
For: 3
Against: 0
Abstentions: 1, Councillor Beckles, not present at the meeting concerned
Motion carried.
- APPOINTMENT OF COMMITTEES AND REPRESENTATIVES
11(a) Finance Committee
Following discussion regarding committee membership and quorum arrangements, members agreed that the committee should comprise four councillors.
RESOLVED:
That Councillor Matthew Talbot be appointed Chairman of the Finance Committee and that Councillors Matthew Talbot, David Beckles, Françoise Yates and Peter Head be appointed members.
Proposed: Councillor Peter Head
Seconded: Councillor David Beckles
Carried unanimously.
11(b) Personnel Committee
RESOLVED:
That Councillors Matthew Talbot, Peter Head and David Beckles be appointed to the Personnel Committee.
Proposed: Councillor Matthew Talbot
Seconded: Councillor Chris Seelig
Carried unanimously.
11(c) Nature Garden Liaison Councillor
RESOLVED:
That Councillor Françoise Yates be appointed Nature Garden Liaison Councillor.
Proposed: Councillor Matthew Talbot
Seconded: Councillor David Beckles
Carried unanimously.
11(d) Upton Village Hall Amenities Trust Representatives
RESOLVED:
That Councillors Chris Seelig and Françoise Yates be appointed as the Council’s representatives to the Upton Village Hall Amenities Trust.
Proposed: Councillor Matthew Talbot
Seconded: Councillor David Beckles
Carried unanimously.
SUSPENSION OF MEETING
Members agreed to suspend the meeting to enable discussion with a member of the public regarding a later agenda item and to allow consideration of the proposed storage container location while daylight remained.
RESOLVED:
That the meeting be suspended.
Proposed: Councillor Peter Head
Seconded: Councillor Matthew Talbot
Carried unanimously.
MEETING RESUMED
Following the temporary suspension of the meeting, the meeting was reconvened.
RESOLVED:
That the meeting be resumed.
Proposed: Councillor Peter Head
Seconded: Councillor Matthew Talbot
Carried unanimously.
- APPOINTMENT OF INTERNAL AUDITOR FOR THE 2026/27 FINANCIAL YEAR
The RFO advised that, following completion of the internal audit process, members should consider the appointment of the Internal Auditor for the 2026/27 financial year.
Members discussed whether further quotations should be obtained. It was noted that previous attempts to obtain alternative quotations had been unsuccessful. The RFO advised that, based on experience and the quality of work provided, LCC had delivered a thorough and valuable internal audit service.
RESOLVED:
That LCC be reappointed as Internal Auditor for the 2026/27 financial year.
Proposed: Councillor Matthew Talbot
Seconded: Councillor Peter Head
Carried unanimously.
- REVIEW OF STANDING ORDERS AND FINANCIAL REGULATIONS
The Clerk reminded members that the Standing Orders and Financial Regulations previously circulated were based on the standard NALC model documents.
Members noted that the documents had previously been circulated and reviewed, and that no substantive concerns had been raised. The Clerk confirmed that bespoke provisions had been removed and that the documents followed the standard model format.
It was noted that the Council did not currently operate a delegated planning scheme or petty cash arrangements, and that amendments could be made in future if required.
Although the agenda item referred to beginning the review, members considered that they were satisfied with the documents and wished to adopt them.
RESOLVED:
That the Standing Orders and Financial Regulations be adopted.
Proposed: Councillor Chris Seelig
Seconded: Councillor David Beckles
Carried unanimously.
It was further noted that members wished to review the Council’s Asset Register at a future meeting, as this matter was not included on the agenda.
- REVIEW OF INTERNAL FINANCIAL CONTROL PROCEDURES
The Clerk introduced a template for quarterly internal financial control checks. Members were advised that the Council already undertook the relevant financial controls in practice, but that the adoption of a formal checklist would provide documented evidence for audit purposes.
Members discussed the proposed procedure and noted that it would involve quarterly completion and review by a councillor to confirm that the required checks had been undertaken.
A minor drafting amendment was identified in relation to the wording concerning verification of bank reconciliations. The Clerk agreed to make the amendment.
RESOLVED:
That the Internal Financial Control Procedure be adopted as Council policy, subject to the agreed amendment.
Proposed: Councillor Matthew Talbot
Seconded: Councillor David Beckles
Carried unanimously.
- AUTHORITY FOR THE CLERK TO REDACT PERSONAL DATA FROM PUBLISHED DOCUMENTS
The Clerk introduced a proposal to authorise the redaction of personal data, including signatures, from documents published by the Council, including AGAR and related documents.
Members discussed the balance between transparency, data protection and audit requirements. It was confirmed that unredacted documents would be retained for audit and statutory record-keeping purposes, while public-facing documents would be redacted where appropriate.
RESOLVED:
That the Clerk be authorised to redact personal data from published documents, while retaining unredacted copies for audit and statutory purposes.
Proposed: Councillor Matthew Talbot
Seconded: Councillor David Beckles
Carried unanimously.
- INTERNAL AUDITOR’S REPORT AND REVIEW OF EFFECTIVENESS
The Clerk presented the Internal Auditor’s Report and advised members that the audit process had been detailed and demanding, with a number of recommendations identified for the Council to consider during the coming year.
Members confirmed that they had received the auditor’s findings and associated action list.
The Clerk highlighted key areas raised by the Internal Auditor, including:
- Employee appraisal and review procedures.
- IT governance and policy documentation.
- Website compliance.
- Data protection documentation, including privacy and cookie policies.
- Financial risk assessments and governance documentation.
Members discussed the allocation of responsibility for implementing audit recommendations. It was agreed that the action list should be reviewed further outside the meeting and that members should consider which actions they may be able to assist with.
The Clerk advised that some areas remained to be strengthened, but that the Council was in a positive position because the issues had been identified and could now be addressed. It was suggested that a formal action register be maintained to monitor progress against the recommendations.
Members noted the increasing governance requirements placed on parish councils and recognised the significant workload involved in addressing compliance, audit and governance matters.
RESOLVED:
That the Internal Auditor’s Report and review of effectiveness be received and noted.
- ANNUAL GOVERNANCE AND ACCOUNTABILITY RETURN 2025/26 – SECTION 1 ANNUAL GOVERNANCE STATEMENT
The Clerk introduced Section 1 of the Annual Governance and Accountability Return and advised members that approval of the Annual Governance Statement was required before submission.
Members reviewed the governance assertions. Clarification was provided regarding trustee responsibilities, with it being noted that the Council was not the sole trustee of the Village Hall.
The Clerk advised that one governance assertion required an explanatory note. This related to the Council’s historic position regarding Information Commissioner’s Office registration and IT governance policies. Members noted that the Council had previously understood that ICO registration and a formal IT policy were not required, but had subsequently been advised by the Internal Auditor that both should be put in place.
RESOLVED:
That Section 1 of the Annual Governance and Accountability Return 2025/26, the Annual Governance Statement, be approved.
Proposed: Councillor Peter Head
Seconded: Councillor David Beckles
Carried unanimously.
- ANNUAL GOVERNANCE AND ACCOUNTABILITY RETURN 2025/26 – SECTION 2 ACCOUNTING STATEMENTS
The Clerk introduced Section 2 of the Annual Governance and Accountability Return.
A question was raised regarding the statement confirming that the accounting statements excluded trust transactions. The Clerk clarified that the Council had no trust transactions and that the correct response was therefore “Yes”.
The Clerk explained the reconciliation process used to verify the accounting statements, including review of bank statements, receipts and payments records, bank reconciliations and the figures reported within the AGAR. Members were advised that the Internal Auditor had undertaken detailed scrutiny of the figures and that all queries raised had been addressed.
Members indicated that they were satisfied with the explanations provided.
RESOLVED:
That Section 2 of the Annual Governance and Accountability Return 2025/26, the Accounting Statements, be approved.
Carried unanimously.
Members agreed that the AGAR documentation would be signed at the conclusion of the meeting.
- DRAFT STATEMENT OF ACCOUNTS 2025/26
The Clerk introduced the draft Statement of Accounts and reminded members that supporting spreadsheets detailing receipts, payments and reconciliations had previously been circulated.
The Clerk explained that the accounts reflected the reconciliation process reviewed by the Internal Auditor, including opening balances, closing balances, receipts, payments and bank reconciliations.
A question was raised regarding expenditure shown within the accounts, specifically a figure of approximately £96,000. The Clerk explained that this figure included transfers between Council bank accounts and did not represent expenditure in the conventional sense.
The Clerk explained that the receipts and payments figures appeared higher than might otherwise be expected because they included transfers between the Council’s own bank accounts. Members were advised that accounting regulations required such movements of funds to be recorded, even where funds were transferred internally between accounts.
The Treasurer confirmed that he was satisfied with the figures presented and noted that they had been independently reviewed and verified by the Internal Auditor.
Members confirmed that they were satisfied with the accounts and could identify no reason to object.
The Chair reminded members that the Council’s role was to scrutinise the processes followed and to satisfy itself that proper accounting arrangements were in place, rather than to act as technical accounting experts. Members noted that reliance could reasonably be placed on the work undertaken by the Clerk, Treasurer and Internal Auditor.
The Clerk advised that the accounts would also be subject to external audit, providing a further level of independent scrutiny.
RESOLVED:
That the Draft Statement of Accounts for 2025/26 be approved.
Proposed: Councillor Peter Head
Seconded: Councillor David Beckles
Carried unanimously.
The Chairman and Clerk completed the required signatures and dating of the documentation.
- REVIEW OF BANK MANDATES
The Council considered the annual review of bank mandates, as previously examined by the Council Leadership and Operations Committee.
Members reviewed the list of authorised payments, standing orders and account mandates.
The Clerk confirmed that no new standing orders had been created since the previous review, other than arrangements relating to staff salary payments established earlier in the year. It was further confirmed that no changes had been made to existing mandate arrangements.
RESOLVED:
That the existing bank mandates be confirmed and approved.
Proposed: Councillor Matthew Talbot
Seconded: Councillor Peter Head
Carried unanimously.
- ANNUAL INSURANCE POLICY RENEWAL
The Clerk reported that quotations had been obtained from the Council’s existing insurer, Gallagher, together with alternative providers recommended through sector guidance.
The Clerk recommended renewal with Gallagher and advised that:
- Premium costs had remained broadly unchanged from the previous year.
- Gallagher had agreed to insure the Council’s recently acquired land without requiring an increase in premium.
- The policy remained comprehensive and represented good value for money.
- The policy satisfied the requirements identified by the Internal Auditor.
Members were advised that insurance cover for the newly acquired land would commence immediately upon exchange of contracts, subject to appropriate signage being installed. Members noted that any new assets subsequently acquired by the Council would need to be added to the Asset Register in due course
ACTION:
Clerk to obtain the required signage wording from Gallagher and arrange for appropriate signage to be installed as part of the land acquisition process.
Members discussed the policy and confirmed that it remained suitable for Council activities, including volunteer involvement and newly acquired land.
The Clerk noted that the renewal had already commenced following cancellation of the previous meeting. Members accepted that no disadvantage had arisen, as the recommendation would have remained the same had the matter been considered earlier.
Members also discussed the need to ensure that newly acquired assets, were added to the Council’s Asset Register.
ACTION:
Clerk to update the Asset Register to reflect newly acquired assets and circulate the revised register to members.
RESOLVED:
That the Council approve renewal of the annual insurance policy with Gallagher.
Proposed: Councillor Peter Head
Seconded: Councillor Matthew Talbot
Carried unanimously.
- CONFIRMATION OF COUNCIL MEETING DATES 2026/27
The Council considered the proposed schedule of Council meetings for the 2026/27 municipal year.
The Clerk recommended one amendment to the published schedule, namely that the Annual Parish Meeting proposed for May 2027 be moved to Wednesday 12 May 2027 at 7.00pm.
Members were advised that holding the Annual Parish Meeting earlier in May would reduce the risk of compliance issues and provide flexibility should a meeting need to be rearranged.
Members reviewed the remainder of the schedule and confirmed that:
- Proposed meeting dates avoided public holidays.
- Ordinary meetings would continue to be held on the last Wednesday of the relevant month where appropriate.
- The Council would continue its established practice of not holding ordinary meetings during August and December.
- The Annual Parish Meeting remained a separate statutory meeting from meetings of the Parish Council itself.
A drafting error was identified where the agenda referred to the 2025/26 year rather than the 2026/27 year. The Clerk acknowledged the error and confirmed that the document would be amended accordingly.
RESOLVED:
That the Council Meeting Schedule for 2026/27 be approved, incorporating the amendment that the Annual Parish Meeting be held on Wednesday 12 May 2027 at 7.00pm, with all other dates remaining as set out in the appendix.
Proposed: Councillor Peter Head
Seconded: Councillor Matthew Talbot
Carried unanimously.
- REVIEW OF COUNCIL POLICIES
The Clerk advised that agenda items 23.1 to 23.5 had already been considered under earlier agenda items during the meeting.
It was agreed that these matters be recorded as having been dealt with previously on the agenda.
- PLANNING APPLICATION – P26/V0799/HH – CORNERWAYS, CHURCH STREET, UPTON
Members considered planning application P26/V0799/HH relating to a proposed front porch extension at Cornerways, Church Street, Upton.
The Cllr Head advised that he had reviewed the application and considered it to be a minor household proposal. Members noted that:
- The proposal represented a minor alteration to the dwelling.
- There was no adopted Neighbourhood Plan affecting the application.
- No adverse impact on neighbouring properties or parking provision had been identified.
- The proposal raised no significant planning concerns.
Members discussed the Council’s approach to minor planning applications and expressed the view that it was preferable to provide a consistent response to planning consultations, even where comments were neutral, to demonstrate that applications had been reviewed.
RESOLVED:
That the Council submit a neutral response indicating no objection and no further comment on the application.
Proposed: Councillor Peter Head
Seconded: Councillor David Beckles
Carried unanimously.
ACTION:
Clerk & Cllr Head to submit a neutral “no objection” response on behalf of the Council.
Members then briefly discussed recent changes to the District Council’s planning portal and the increasing reliance on digital systems. Concerns were raised regarding accessibility and ease of use for some residents, while it was acknowledged that the new arrangements provided improved verification and security controls.
No further action was required.
- VILLAGE MATTERS
25.1 Village Survey
The Clerk introduced discussion regarding the proposed village survey and wider community engagement strategy.
Members noted that no formal Council plan or strategic framework had been adopted for several years. Initial feedback suggested that the draft survey would benefit from further development and greater face-to-face engagement with residents.
The Clerk advised that, rather than immediately progressing a detailed survey, the Council should first consider developing a broader mission statement and framework to guide future engagement.
Members agreed that additional preparation time would be beneficial.
RESOLVED:
That consideration of the village survey be deferred, with an update to be brought to a future meeting following further preparatory work.
Proposed: Councillor David Beckles
Seconded: Councillor Matthew Talbot
Carried unanimously.
25.2 Emergency Plan and First Aid
The Clerk advised that Councillor Yates remained the lead member for this workstream and recommended that consideration be deferred to allow time for supporting material to be prepared.
RESOLVED:
That an update on the Emergency Plan and First Aid project be deferred to a future meeting.
Proposed: Councillor Peter Head
Seconded: Councillor Matthew Talbot
Carried unanimously.
25.3 Playground Surfacing
The Clerk reported that assistance had been offered by members of the community regarding the turning and spreading of playground surfacing material.
It was explained that, several volunteers had indicated a willingness to assist the Council in a personal capacity.
The Clerk sought authority to formally contact the volunteer organiser and request support.
RESOLVED:
That the Clerk be authorised to formally contact the volunteer organiser and request assistance with the playground surfacing project.
Proposed: Councillor Chris Seelig
Seconded: Councillor David Beckles
Carried unanimously.
ACTION:
Clerk to write formally requesting volunteer support for the surfacing works.
25.4 Uptonogood Garage Access Arrangements
The Council reviewed arrangements relating to access to the Upton garage facility.
Members referred to a previous decision to permit access to named individuals and Members noted the distinction between the general event documentation and any specific risk assessment required for the garage access period during event preparation and dismantling
The Clerk advised that:
- No formal risk assessment had been received or filed for the insurer.
- The previously agreed requirement remained outstanding.
- A risk assessment would be required before access arrangements could be formally confirmed.
- Any event documentation already provided would need to be reviewed to determine whether it satisfied the Council’s requirements and insurance obligations.
Members discussed the importance of ensuring that appropriate documentation was held before access was granted.
The Council confirmed that the Clerk should correspond formally with the organisers of Uptonogood requesting submission of an appropriate risk assessment prior to the event proceeding.
Members also discussed practical access arrangements, including temporary opening of bollards and padlocks during event setup and dismantling periods.
RESOLVED:
That the matter be deferred pending receipt and review of an appropriate risk assessment.
ACTION:
Clerk to review any submitted event documentation, seek insurer guidance if required, and continue correspondence regarding the outstanding risk assessment.
25.5 Nature Garden
Members considered the Nature Garden activity plan.
The Clerk advised that Councillor Yates was the Council’s representative for the Nature Garden and recommended that the matter be deferred until she was able to provide an update and recommendations.
RESOLVED:
That consideration of the Nature Garden activity plan be deferred until the July meeting.
Proposed: Councillor Peter Head
Seconded: Councillor Matthew Talbot
Carried unanimously.
ACTION:
Councillor Yates to provide an update and recommendations regarding the annual activity plan.
25.6 IT Systems Update
The Clerk reported that the Internal Audit had identified the need for:
- Appropriate IT and data protection policies.
- Compliance with the requirements of Assertion 10.
- Publication of relevant policies on the Council website.
- Review of the Council’s document management arrangements.
Members discussed options including updating the existing website and policies, obtaining professional assistance from specialist parish council website providers, moving to a hosted document management and records system, and using existing Microsoft 365 and SharePoint facilities.
The Clerk advised that further investigation and comparison of available systems would be required before recommendations could be made.
Members agreed that a broader review of document management and website arrangements should be undertaken before committing expenditure on improvements to the current website.
RESOLVED:
That further options be investigated regarding document management, website compliance and potential hosted solutions.
ACTION:
Councillor Head to prepare and present proposals regarding document management, website compliance and potential hosted solutions to satisfy Assertion 10 requirements.
25.7 Annual Parish Meeting Update
Members received an update regarding the Annual Parish Meeting.
The Council noted that:
- The meeting had been well attended and positively received.
- Councillor Yates had circulated notes and correspondence relating to the meeting.
- Positive feedback had been received from District Councillor Becca Fletcher.
- Productive discussions had taken place regarding the land purchase project, planning matters and wider village issues.
- Feedback had been received from village organisations and residents.
The Council thanked Councillor Yates for her work in organising and reporting on the meeting.
The update was noted.
- FINANCE AND ADMINISTRATION
26.1 Transfer of Budgeted Reserves
The Responsible Financial Officer presented the financial reports and advised that the approved budget included a transfer of £4,900 into the Business Bank Instant Account as reserves.
Members discussed the purpose of the reserve transfer, the improved interest available within the reserve account, the distinction between operating funds and earmarked reserves, and the need to ensure sufficient cash remained available in the Treasurer’s Account.
The Clerk advised that the proposal represented implementation of an approved budget decision rather than a new budget commitment.
RESOLVED:
That the budgeted reserve transfer of £4,900 be moved into the Business Bank Instant Account in accordance with the approved budget.
Proposed: Councillor Matthew Talbot
Seconded: Councillor David Beckles
Carried unanimously.
26.2 Appointment of Payment Authorisers
Members noted that the agenda numbering required correction and agreed that the payment authorisation item should be recorded within the Finance and Administration section.
Members considered the appointment of councillors to authorise payments for the forthcoming month.
RESOLVED:
That Councillors Matthew Talbot and Chris Seelig act as payment authorisers for the next month’s payments.
Carried.
26.3 Approval of Payments Within Budgeted Amounts
Members reviewed the payments presented for approval.
Discussion included:
- Website hosting and domain renewal charges.
- The need for clearer breakdowns between website hosting costs and domain renewal fees.
- Confirmation that domain renewal costs were unavoidable expenditure required to maintain Council-owned domains.
- A request that future reports provide greater detail regarding individual charges.
- Routine expenditure including SLCC membership fees, bank charges and Microsoft services.
- Receipt of the first instalment of the annual precept.
The Responsible Financial Officer confirmed that the Council had received the first half of the annual precept and that provision had been made within the budget for loan repayments associated with the Chapel Furlong land purchase.
Members discussed the allocation of precept funds and the management of monies associated with the Chapel Furlong land purchase project. The Clerk advised that transferring earmarked funds into an appropriate interest-bearing account would be prudent, while maintaining the ring-fenced status of the monies.
RESOLVED:
That:
- The payments presented within budgeted amounts be approved.
- The website hosting entries be clarified in future reports to show a clearer breakdown of individual line items.
- £4,900 be transferred to the Council’s interest-bearing account in accordance with the approved budget.
- £9,000 relating to the Chapel Furlong land purchase provision be transferred to the Council’s interest-bearing account, while remaining earmarked for that purpose.
Proposed: Councillor Matthew Talbot
Seconded: Councillor Chris Seelig
Carried unanimously.
26.4 Bank Reconciliation to End of April 2026
The Council considered the bank reconciliation to the end of April 2026.
The Clerk confirmed that the reconciliation had been checked by the RFO and Treasurer.
RESOLVED:
That the bank reconciliation to the end of April 2026 be approved and signed off.
Carried unanimously.
26.5 Review of Standing Orders and Direct Debits
Members reviewed the Council’s recurring payments, including standing orders and direct debits.
It was noted that future agenda wording should refer to “standing orders and direct debits” to avoid ambiguity.
Members confirmed that they were satisfied with the recurring payment arrangements presented.
RESOLVED:
That the Council’s standing orders and direct debits be reviewed and approved.
Proposed: Councillor Matthew Talbot
Seconded: Councillor Peter Head
Carried unanimously.
- STORAGE CONTAINER FOR UPTONOGOOD AND COMMUNITY STORAGE
The Council considered logistical arrangements relating to the previously approved purchase of a storage container for use by Uptonogood and associated community storage needs ahead of the 2026 event.
Members noted that discussion had taken place during the earlier suspension of the meeting to view the proposed location.
Councillor Seelig raised concerns regarding the proposed location within the copse of trees, noting that the area had been planted by parishioners and set aside for wildlife and nature. He expressed the view that an alternative location around the edge of the field or near the Village Hall would be preferable. Councillor Seelig proposed that a 10-foot container be located in the vicinity of the Village Hall or within the nature garden area.
Members discussed:
- The need for additional storage.
- The size of the proposed container.
- Whether a 10-foot or 20-foot container would be more appropriate.
- The visual impact of the container.
- The importance of supporting Uptonogood and wider community storage needs.
- Whether the container could be relocated in future if significant concerns were raised.
- Groundworks, access and delivery arrangements.
- Ownership of the container and its future use by the Council.
The Clerk advised on the procedural approach to handling competing proposals and reminded members that, where the vote was tied, the Chair of the meeting would have a casting vote.
First Motion
Councillor Seelig proposed that a 10-foot container be located in the vicinity of the Village Hall or within the nature garden area.
Seconded: Councillor David Beckles
Voting:
For: 2
Against: 2
The Chair used his casting vote against the motion.
Motion not carried.
Second Motion
Councillor Head proposed that the arrangements discussed with the organisers of Uptonogood be approved, namely that a 20-foot container be placed in the marked location within the copse of trees, with associated groundworks to be funded externally and the Council reimbursing the purchase of the container.
Seconded: Councillor Matthew Talbot
Voting:
For: 2
Against: 1
Abstentions: 1
Motion carried.
RESOLVED:
That the Council approve the placement of a 20-foot storage container in the location demonstrated by the organiser of Uptonogood within the copse of trees, subject to associated groundworks being funded externally and the Council reimbursing the purchase of the container.
It was further noted that, should significant public concern arise regarding the location, the Council could reconsider relocation at a future meeting if deemed necessary.
ACTION:
Clerk to write to the organiser of Uptonogood confirming the Council’s decision and to ask whether a 10-foot container would be sufficient before final arrangements are confirmed.
- CONTRIBUTIONS TO UPTON NEWS
Members considered items for inclusion in Upton News.
It was agreed that the following items could be submitted:
- Confirmation that the Council had completed its internal audit and was awaiting the outcome of the external audit.
- Confirmation of the election of Councillor Françoise Yates as Chair, subject to her agreement to include this.
- Information regarding the proposed storage container, to provide public context before installation.
- Confirmation of forthcoming meeting dates, including the next Full Council meeting.
ACTION:
Clerk to liaise with Councillor Yates regarding inclusion of the Chair announcement.
ACTION:
Clerk to provide the corrected meeting schedule to Alun for Upton News and, subject to Village Hall Trust confirmation, circulate the schedule more widely.
- DATE AND VENUE OF NEXT MEETING
The date of the next Full Council meeting was confirmed as Wednesday 24 June 2026 at 7.00pm in the meeting room at Upton Village Hall.
There being no further business, the meeting closed.