UPTON BY CHESTER & DISTRICT PARISH COUNCIL

Meeting of the Upton by Chester and District Parish Council held on Monday 28^th January 2008, at The Pavilion, Wealstone Lane, Upton, Chester

PRESENT:

Cllr Jean Evans (Chairman), Cllr Theresa Bartliff, Cllr John Butler,

Cllr Lindsay Cussons, Cllr David Evans, Cllr Gerald Grant, Cllr. Peter Griffiths,

Cllr Jill Houlbrook, Cllr Gill Jordan, Cllr Pat Lott, Cllr Caroline Mosley,

Cllr Chris Reeve, and Cllr Liz Squire.

1. OPEN FORUM:

No Members of the public were present but the Clerk informed Members that she had forgotten to put an item on the agenda that had been requested by Cllr Peter Griffithss. Cllr Griffiths told Members that it had been some twelve years since the War memorial had been cleaned and felt that it should be done again. Cllr David Evans told the meeting that he felt that advice should be sought on what type of cleaning was required and Cllr Caroline Mosley asked if quotations could be sought by the Clerk for the next meeting.

Resolved: that this matter be put on the next agenda.

2. APOLOGIES FOR ABSENCE:

Apologies were received from, Cllr David Capstick, Cllr Bryan Smith and Cllr Robert

Thompson

Resolved: that the apologies be received.

3. DECLARATIONS OF INTEREST IN ITEMS ON THE AGENDA:

No declarations of interest were received.

4. MINUTES:

Resolved:

(a) that the minutes of the Parish Council meeting of 3^rd December 2007 be confirmed as a correct record.

(b) that the minutes of the Planning Committee meeting of 3^rd December 2007 be confirmed as a correct record.

(d) that the minutes of the Special Meeting of 15^th January 2008 be confirmed as a correct record.

(e) that the minutes of the Finance Committee meeting of 17^th January 2008 be confirmed as a correct record.

(f) that the minutes of the Planning Committee meeting of 17^th January 2008 be confirmed as a correct record.

5. PARISH COUNCIL MEETING – 3^rd December 2007:

(13) Cllr Jill Houlbrook reported that the Upton Reducing Carbon group were

conducting a survey of the Cauhgall Road area shortly.

(14) Cllr John Butler reported that he had received no notification of the Area

Committee meeting despite assurances that he would do. He reported that he felt it was important that local people were made aware of these meetings and that more effective advertising was used. Cllr Jill Houlbrook reported on the date of the next meeting. The Clerk reported that she did receive copies for Members but that these often arrived

too late for her to distribute. Members discussed the way that the meetings were

currently advertised and suggested that an item be put in the next Community

Newsletter.

Resolved: (a) that the Clerk contact the Area Manager to discuss advertising of

the meetings.

(b) that an item be put in the next Newsletter.

(15) Cllr Peter Griffiths asked for information on what was being done to the rough area to the side of the bus shelter on Upton Lane. The Clerk reported that she had been told by the County Council that this would be seen to. Cllr Griffiths told Members that nothing had been done and that the area was a disgrace. Members suggested taking a photograph and preparing a press release.

(23) Cllr Jill Houlbrook reported that unfortunately the additional hard standing at Chester Zoo had not be laid but that the Zoo had agreed that the additional parking area would remain throughout the roadworks on Hoole bridge and that the Highways Department were going to provide additional sign posting to the Upton Park & Ride. Cllr John Butler reported that he had spoken to the Highways Department and was amazed that they had not considered this option and confirmed that they were looking into it.

6. PLANNING COMMITTEE – 3^rd December 2007:

Resolved: that the resolutions passed by the Planning Committee meeting of

3^rd December 2007 be noted.

7. SPECIAL MEETING – 19^th December 2007:

Resolved: that the resolutions passed by the Special meeting of 19^th December 2007 be noted.

8. SPECIAL MEETING – 15^th January 2008:

Resolved: that the resolutions passed by the Special Meeting of 15^th January 2008 be noted

9. FINANCE COMMITTEE – 17^th January 2008:

The Clerk reported that she had received advice from the Project Manager that upfront costs to start the project were unlikely to exceed £20,000. She also advised that the Parish Council could only apply for a loan sanction when they were ready to apply for the actual loan.

Cllr John Butler said that he felt that the Parish Council should congratulate themselves on keeping the precept the same as last year.

Cllr David Evans reminded the meeting that in agreeing to the minutes of the Finance Committee meeting, Members were also agreeing to the precept figure. Cllr Caroline Mosley said that she felt that it should have been made clearer on the agenda that the precept figure would be agreed at the meeting. The Clerk reported that the procedure she had used for the agenda was the one that had always been used but said she was happy to check with the Association of Parish Councils to check if this was correct.

Cllr David Evans moved that the precept figure of £79,610 be agreed. This was seconded by Cllr John Butler.

Resolved: (a) that the recommendations and resolutions passed by the Finance

Committee meeting of 17^th January 2008 be agreed.

(b) that the Precept figure of £79,610 for 2008/09 be agreed.

10. PLANNING COMMITTEE MEETING – 17^th January 2008:

The Clerk reported on a notification of appeal from The Wheatsheaf Inn with regard to

the two non-illuminated advertising signs.

Resolved: (a) that the recommendations and resolutions passed by the Planning

Committee Meeting of 17^th January 2008 be noted.

(b) that the Clerk write to the Planning Department to re-iterate the Parish Councils views on the planning application from The Wheatsheaf

11. CHANGE OF DATE FOR ANNUAL ASSEMBLY:

The Chairman reported that she unfortunately she was not able to attend on the arranged

date of 14^th April and asked if the date could be changed to 7^th April., The Clerk

reported that Roy Alexander was able to make 7^th April. The Chairman also reported

that she was going to contact Chester Zoo and ask if they could let the Parish Council

use a meeting room and that perhaps the Zoo would also like to take part in the

presentation.

Resolved: that the date be changed to 7^th April 2008.

12. RELOCATION OF PHARMACY FROM LONG LANE TO UPTON

VILLAGE SURGERY:

The Clerk presented a plan on the proposed markings to be done on the Parish Council

owned car park and also the proposed changes that the Surgery would be happy with in

relation to the Deed of Easement. The Clerk asked Members whether they wanted the

Parish Council solicitor to prepare the Deed of Easement or whether it should be done

by the Co-operative’s solicitors. Members also discussed the large amount of vehicles

that were being parked in the car park and did not appear to be using any of the

services. Members discussed what could officially be done about this.

Resolved: (a) that the Clerk inform the Surgery that Members were happy with

the planning application that would be submitted.

(b) that the Clerk contact the Parish Council’s solicitor to prepare the Deed of Easement.

13. REMOVAL OF SHRUBBERY AT THE ENTRANCE TO UPTON VILLAGE SURGERY:

The Chairman reported that the staff of the Surgery had indicated that they felt that the overgrown shrubbery that belonged to the Parish Council which was located at their entrance was causing a safety problem for patients and staff and requested that it be removed. The surgery had suggested that the trees could also either be removed or pollarding works done to them.

Resolved: that the Clerk arrange for the shrubbery to be removed but that the trees be retained and no pollarding works done.

14. CONFIDENTIAL INFORMATION WITH REGARD TO THE PAVILION

PROJECT:

The Clerk clarified the two items of confidential information that should not be

discussed in public for the time being. The Clerk also informed Members of a meeting

that had been arranged for 5^th February 2008 with Dr Martin Carey to discuss one of

the items of confidential information so that this matter could be dealt with.

Resolved: that the report be noted.

15. NEXT STEPS TO BE TAKEN ON THE PAVILION PROJECT:

The Clerk provided Members with a report which detailed all the information received and decided upon todate. Members then discussed the next stage of the project. Members felt that consultation with the whole of Upton should be done as the next stage and it was decided that a Pavilion Committee be formed to look at the method of consultation that should be undertaken. Members discussed various ways of communicating in respect of a questionnaire including the possibility of having a parish referendum.

Cllr Caroline Mosley moved that work should be started immediately on consulting all residents on whether they wanted a Community Centre, which of the two remaining options they wanted and if it should be paid for by either the precept or the sale of Marl Heyes. This motion was seconded by Cllr Gerald Grant.

Resolved: (a) that a Pavilion Committee be set up with the following

members:

Cllr Jean Evans

Cllr Caroline Mosley

Cllr John Butler

Cllr Gerald Grant

Cllr Jill Houlbrook

Cllr Patricia Lott

Cllr Chris Reeve

If any Members of the Committee were unable to attend then a replacement could be sent in their place.

(b) that the Chairman and the Clerk formulate terms of reference for the Committee to be decided at the next Parish Council meeting.

(c) that a meeting of the Pavilion Committee be arranged for week beginning 11^th February 2008 to start work on consultation.

(d) that the Clerk investigate using a parish referendum and other alternative methods of distributing questionnaires.

16. SIGNS FOR PLAY AREAS:

The Clerk reported to Members that she had received a quotation for providing basic signs for all play areas for £700 and that also a quotation for providing signs similar to ones being used by the City Council for its own play areas for £1,500. She also advised that there was £1,000 in the budget for the signs.

Resolved: (a) that the basic signs be used for play areas.

(b) that the Playing Fields Committee discuss the wording for the signs at its next meeting.

17. ANNUAL PARISH SERVICE AT LOCAL CHURCHES:

Cllr John Butler reminded Members that some time ago the Parish Council had contacted local churches and that Cllr Chris Reeve and himself had met with Churches Together in Upton. The local churches had agreed to the idea of an Annual Service and that although the Vice Chairman had agreed to organise this nothing had yet happened. Cllr Caroline Mosley apologised to Members that this had not been done and reported that due to other commitments she was now unable to do this and asked if another Member could take this on. Cllr John Butler reported that he was happy to organise the first year’s service at Holy Ascension. Members discussed contacting the churches again to ask for advice on how best to take this forward.

Resolved: (a) that the Clerk write to the Chairman of Churches Together in

Upton to ask for advice.

(b) that Cllr John Butler and Cllr Chris Reeve organise the first service at Holy Ascension Church.

18. COMMUNITY SAFETY:

The Chairman told members of the appointment of Inspector Ian Thorpe and also of the report that had been done on the new system of policing. Members reported on other local problems.

Resolved: that the Clerk obtain and distribute copies of the report to Members.

19. VILLAGE QUIZ:

Cllr Jean Evans reported.

20. COMMUNITY LINKS SCHEME:

Nothing to report.

21. PUBLICATIONS:

Resolved: that the publications be received.

22. INVITATIONS:

Resolved: that the invitations be received.

23 ACCOUNTS REPORT:

Members discussed the following accounts report:

ACCOUNTS REPORT

Date Chq No Payee Item Amount

15/12/07 1656 Clerk Salary (December) 2006.68

15/12/07 1657 Att 1 Wages (December ) 619.67

15/014/07 1658 Att 2 Wages (December ) 349.54

1659 -cancelled-

15/01/07 1660 Att 3 Wages (December ) 328.22

31/12/07 1661 Post Office Ltd Tac & N.I. 3624.26

01/128/07 1662 Direct2door Deliver of newsletter 88.83

03/12/07 1663 Clerk Expenses (Mileage, stationery) 131.39

19/12/07 1664 Royal British legion Poppy Appeal 20.00

19/12/07 1665 Scottish power Electric at Pavilion 168.30

19/12/07 1666 Cheshire County Council Bus Shelter maintenance 293.75

15/01/08 1667 Clerk Salary (January) 1720.69

15/01/08 1668 Att 1 Wages (January) 341.87

15/01/08 1669 Att 2 Wages (Janaury) 179.52

15/01/08 1670 Att 3 Wages (Janaury) 163.91

19/12/07 1671 British Telecom Telephone at Pavilion 63.67

It was moved by Cllr John Butler and seconded by Cllr Gerald Grant that the accounts be approved.

Resolved: that the report be approved.

22. BANK BALANCES:

54131582 Yorkshire Bank £41,149.95

Resolved: that the balance be noted.

23. CORRESPONDENCE:

The Clerk reported on correspondence received. Cllr John Butler reminded Members

that he had asked at the last meeting for a letter to be sent to Chester Zoo on behalf of

local residents, to thank them for the free tickets that they provided through the local

newspaper. He reported that at the meeting some Members had felt that tickets were

not now being distributed, but that it had been confirmed that tickets had been sent out

as usual and that he felt that the letter should be written. Some Members reported that

they had not received the tickets this year and it was agreed that this was due to

problems with them being delivered with the newspaper.

Resolved: that the Clerk write to Chester Zoo to thank them for providing tickets but also informing them of the problems some residents had experienced in non delivery.

24. ITEMS FOR INCLUSION ON WEBSITE:

Cllr Jill Houlbrook told Members that Upton Reducing Carbon were in the process of creating a website and asked if a link could be provided from the Parish Council website.

Resolved: (a) that the Clerk update the Website where appropriate.

(b) that the Clerk include a link to the Upton Reducing Carbonn website when this was available.