UPTON BY CHESTER & DISTRICT PARISH COUNCIL

Meeting of the Upton by Chester and District Parish Council held on Monday 19th May 2008 at The Pavilion, Wealstone lane, Upton, Chester

                       

PRESENT:    

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

Cllr David Capstick, Cllr David Evans, Cllr Gerald Grant, Cllr Jill Houlbrook,

Cllr Gill Jordan,  Cllr Pat Lott, Cllr Caroline Mosley, Cllr Chris Reeve,

Cllr Bryan Smith, Cllr Liz Squire and Cllr Miljenko Williams.

 

1.         OPEN FORUM:

Mr Alan Kevern, a local resident informed the Parish Council that he had prepared a list of available activities in the Upton Area and that he was willing to help create a booklet which could be given to every household.  He indicated that the cost to produce it would be around £2,000.  Mr Kevern also informed Members that he was opposed to a new building but would agree to extension and refurbishment of the old building.

.Resolved:      that the Parish Council consider the idea at the future meeting and invite Mr Kevern.     

 

The Chairman reported that Mrs Vivienne Ellis’s husband had died recently and as she had been employed as Clerk for a number of years in the past, the Parish Council should send its condolences.

Resolved:       that the Clerk send condolences to Mrs Ellis.

 

The Chairman also reported on the Parish Service held recently at Holy Ascension Church and that a number of positive comments had been made.  Cllr John Butler asked if the Parish Council could write to the Church to thank them for the opportunity they provided.

Resolved:       that the Clerk write to Holy Ascension Church.

 

2.         APOLOGIES FOR ABSENCE:

Apologies were received from Cllr Paul Lowry and Cllr Robert Thompson

Resolved:       that the apologies be received.

 

3.         DECLARATION OF ACCEPTANCE OF OFFICE:

The Chairman welcomed Cllr Miljenko Williams to the meeting.

Resolved:       that Cllr Miljenko Williams’s Declaration of Acceptance of Office be received.

 

4.         DECLARATIONS OF INTEREST IN ITEMS ON THE AGENDA:      

Cllr Miljenko Williams declared a personal interest in the Pavilion as his wife hired

the building on a regular basis.

 

 

Resolved:       that the declaration be noted.

 

 

 

 

5.          APPOINTMENT OF CHAIRMAN FOR THE ENSUING YEAR:

Cllr John Butler proposed that Cllr Jean Evans be elected Chairman.  This was

seconded by Cllr Gerald Grant.  Cllr Caroline Mosley proposed that Cllr Jill

Houlbrook be elected Chairman.  This was seconded by Cllr Theresa Bartliff.  No

other nominations were received.   Members voted as follows:

                        Cllr Jean Evans             7 votes

                        Cllr Jill Houlbrook                    5 votes

Resolved:       that Cllr Jean Evans be appointed Chairman for the ensuing year.

 

6.          CHAIRMAN’S DECLARATION OF ACCEPTANCE OF OFFICE:

Resolved:       that the Chairman’s Declaration of Acceptance of Office be received.

 

7.          APPOINTMENT OF VICE-CHAIRMAN FOR THE ENSUING YEAR:

Cllr Caroline Mosley proposed that Cllr Jill Houlbrook be elected Vice-Chairman.

This was seconded by Cllr Theresa Bartliff.  Cllr Gerald Grant proposed that Cllr John

Butler be elected Vice-Chairman.  This was seconded by Cllr David Evans.  No other

nominations were received.  Members voted as follows:

                        Cllr Jill Houlbrook                    5 votes

                        Cllr John Butler             8 votes

Cllr Caroline Mosley thanked Members for the support she was given during her term

as Vice-Chairman

Resolved:       that Cllr John Butler be appointed Vice-Chairman for the ensuing year.

 

8.          SUBSCRIPTIONS:

The Clerk reported on the following subscriptions currently paid by the Parish council:

                                    Cheshire Playing Fields Assoc               £17.00

                                    Community Pride Competition              £45.00

                                    Cheshire Community Council                            £100.00

                                    Association of Local Councils               £1059.00

                                    Upton Youth Club                                            £300.00

                                    BTCV                                                              £35.00

Resolved:       that the subscriptions be confirmed.

 

9.           PROPERTIES:       

The Clerk reported on the properties owned or leased by the Parish Council as

follows:             OWNED         Wealstone Lane Playing Fields

                                                Chemistry Pits Play Area

                                                Marl Heyes

                                                War Memorial

                                                Village Pump

LEASED          Greenfields

                                                The Cockpit.

 

Resolved:       that the report be noted.

 

10.           REPRESENTATIVES TO OUTSIDE BODIES:

The Clerk reported on the representatives to outside bodies as follows:

                        Upton Youth Club        -           Cllr Jill Houlbrook, Cllr Bryan Smith

Assoc of Local Councils           Cllr Jean Evans, Cllr Pat Lott and Cllr Theresa Bartliff.

Bus User Scheme                     Cllr Theresa Bartliff

 

The Clerk informed Members that Cllr Peter Griffiths who recently resigned used to be a representative to Upton Youth Club.  Members discussed a replacement and Cllr Miljenko Williams agreed to undertake this duty.

Resolved:       that the report be noted.

 

11.       FINANCIAL REGULATIONS:

Resolved:       that the Financial Regulations be approved.

 

12.       STANDING ORDERS:

The Chairman reported that she felt that the Standing Orders, which were based on the model provided by the National Association of Local Councils, needed updating to specifically cover the needs of this Parish Council.  She also felt that they were difficult to understand and that they could be simplified.  Members discussed creating a sub-committee to look at the Standing Orders and report back to the Parish Council. 

Resolved:       that the current Standing Orders be approved and that Cllr Jean Evans, Cllr Caroline Mosley and Cllr Chris Reeve meet to look at amendments.

 

13.       FINANCIAL OFFICER DUTIES:

Resolved:       that the Financial Officer Duties be approved.

 

14.       COMMITTEES:

The Clerk reminded Members that during the year a suggestion had been made to combine the Playing Fields Committee and the Environmental Initiatives Committee.  Cllr John Butler proposed that this be done and Cllr Caroline Mosley seconded this.  Members discussed the Committees.

Resolved:       that the list of Committees attached be approved.

 

15.       PUBLICATION SCHEME:

Resolved:       that the Publication Scheme be approved.

 

16.       DATES OF FUTURE MEETINGS:

Resolved:       that the dates of future Parish Council meetings be set as follows:

                        30th June 2008

                        1st September 2008

                        13th October 2008

                        1st December 2008

                        19th January 2009

                        23rd February 2009

                        6th April 2009 – will include Annual Assembly

                        18th May 2009 – Annual Meeting

and that future Finance Committee meetings are set as follows:

                        17th November 2008 and 12th January 2009

 

17.       STAFF PAY SCALES:         

The Clerk reported that she was currently paid on the recommended NJC SCP 35 and that the attendants were currently paid on the City Councils Pay Scale SCP 4.

 

Resolved:       that this be approved.

18.       MINUTES:

Resolved:      

(a)        that the minutes of the Parish Council Meeting of 7th April 2008 be confirmed as a correct record.

(b)        that the minutes of the Planning Committee meeting of 7th April 2008 be confirmed as a correct record.

(c)        that the minutes of the Playing Fields Committee meeting of 14th April 2008 be confirmed as a correct record.

 

19.     PARISH COUNCIL – 7th April 2008:

The Clerk reported on the details of the land survey work that would be undertaken on

Marl Heyes and Wealstone lane.

Resolved:       that this be discussed further with Dr Martin Carey of Urban Hope at a future meeting.

 

20.      PLANNING COMMITTEE MEETING – 7th April 2008:

The Clerk reported that the advertising signs at the Wheatsheaf had now been removed

following the Appeal being dismissed.  She also reported that after being refused

planning permission, the Wheatsheaf had also gone to appeal for the smoking shelter,

but they had assured the Planning Department that they would remove the shelter if the

appeal was dismissed.  Cllr John Butler informed Members that tarmac had been laid on the bridlepath at Chester Zoo.  Cllr Jill Houlbrook told members that this was just at the point where lorries needed to turn and was done to protect the bridlepath.  Cllr John Butler said that there had still been damage to the bridlepath despite this.  The Chairman said that she would look into the matter.

Resolved:       that the resolutions passed by the Planning Committee Meeting of 7th April 2008 be noted

 

21.      PLAYING FIELDS COMMITTEE:

The Clerk reported that the applications for grant funding for the new fitness equipment for Wealstone Lane had been submitted.

Resolved:       that the resolutions passed by the Playing Fields Committee Meeting of 14th April 2008 be noted.

 

22.      ANNUAL REVIEW OF INTERNAL AUDIT:

Resolved:       that the Review be approved.

 

23.      ACCOUNTS FOR 2007/08

It was proposed by Cllr Jill Houlbrook and seconded by Cllr David Capstick that the

accounts be approved.

Resolved:       that the Accounts for 2007/08 be approved.

 

24.      ANNUAL GOVERNANCE STATEMENT:

It was proposed by Cllr David Evans and seconded by Cllr Gerald Grant that the

Annual Governance Statement be signed by the Chairman as correct.

Resolved:       that the Chairman sign the Annual Governance Statement.

 

 

 

25.     RISK ASSESSMENT:

Resolved:       that the Risk Assessment be approved.

 

26.     PAVILION PROJECT:

Members considered the report on the results of the consultation questionnaire that the

Clerk had prepared.  Cllr Jill Houlbrook told members that she felt that figures for the

value of the land at Marl Heyes and cost of rebuilding the pavilion should have been

given on the questionnaire.  The Chairman reminded Cllr Houlbrook that these figures

were still confidential at the moment.  Cllr Houlbrook informed the meeting that the

Clerk had submitted a report to the City Council and had mentioned the cost of the

rebuild of the Pavilion and that therefore it was now in the public forum.  The Clerk

reported that she had applied for grant money to provide additional play equipment and

that she had been advised to give details of the pavilion project which might help to

secure funds.  She told members that she had given a rounded up figure on the

application form.  Cllr John Butler and Cllr David Evans told the meeting that as the

Parish Council had still not decided on the new building there was no way of knowing

what the costs would be anyway.  Cllr David Evans added that he had heard about

what some Members are against with this project but had not heard of what they were

for and that doing nothing was not an option.  He told Members that the Parish Council

want a useful facility for Upton and that the questionnaire showed that the people of

Upton who are interested enough to reply wanted this too.

 

Cllr John Butler suggested that this matter be discussed further at a meeting of the

Pavilion Committee.

 

Cllr Theresa Bartliff asked if there was a written structural survey on the current

building to confirm its unsuitability for extension and refurbishment.  The Clerk

reported that both Urban Hope and Tweeds are currently working at risk and that if the

Parish Council required more specifically written information then the Parish Council

would have to pay for this.  Cllr John Butler told the meeting that as a decision had

already been taken not to extend and refurbish the current building it was ridiculous for

the Parish Council to spend money on a survey.  The Chairman said that the Clerk could

obtain a quotation for a survey of the current building and then Members could decide

it this was necessary.

 Cllr Butler added that he felt that the Parish Council should make a commitment to the

project.  Cllr David Evans said that he felt that the Parish Council should find out the

extent to which the library and the youth club want to be involved with this project.

Cllr Miljenko Williams said that as well as discussing how the building should be

built, consideration should be given as to how it would be run.  The Chairman advised

that Dr Martin Carey was proposing to do a business plan to cover this.

 

Cllr John Butler proposed the following resolution:

                        ‘As a result of the public consultation, the Parish Council has decided to go ahead with the project, under the guidance of Dr Martin Carey of Urban Hope.  No decision has been made at this stage as to the choice of option for a new building or how it is to be financed.’

This motion was seconded by Cllr Gerald Grant.

Resolved:       (a)        that the resolution be carried.

(b)        that the Clerk obtain a quotation for carrying out a structural survey of the current pavilion building.

27.       ANNUAL REPORT FOR 2007/08:

Resolved:       that the Annual Report be approved.

 

           

28.       COMMUNITY SAFETY:

Nothing to report.

 

29.       CHESHIRE VILLAGE QUIZ:

Cllr John Butler reported.

Resolved:       that the report be noted.

 

30.       COMMUNITY LINKS SCHEME:

Cllr David Evans and Cllr Gerald Grant reported.

Resolved:       that the report be noted.

 

31.       PUBLICATIONS:    

Resolved:       that the publications be received.

 

32.        INVITATIONS:       

The Clerk reported on invitations.

Resolved:       that the invitations be received.

 

33.       ACCOUNTS REPORT:

Members discussed the following accounts report:

ACCOUNTS REPORT

Date           Chq No  Payee                      Item                       Amount 

31/03/08                 001700        Post Office Ltd                         Tax & N.I.                                          3523.02

15/04/08                 001701        Clerk                                           Salry (April)                                      1740.26

15/04/08                 001702        Att 1                                           Wages (April)                                     557.62

15/04/08                 001703        Att 2                                           Wages (April)                                     674.28

15/04/08                 001704        Att 3                                           Wages (April)                                     448.11

01/04/08                 001705        Cheshire Ply Flds Assoc        Membership                                          17.00

01/04/08                 001706        Chesh Assoc of PC’s              Affiliation Fee                                   1059.00

07/04/08                 001707        Clerk                                           Expenses (Mileage etc)                       66.95

07/04/08                 001708        Chesh Comm Cncl                   Membership Fee                                100.00

14/04/08                 001709        Cheshire Police Auth              Printing                                                416.71

14/04/08                 001710        Abbey Glass                             Window repairs to pavilion              115.71

19/04/08                 001711        Chester City Council               Grounds Maintenance                    2314.22

19/04/08                 001712        Royal Mail Ltd                         Postage for business reply                 91.11

19/04/08                 001713        Viking Direct                             Supplies for pavilion                           76.94

06/05/08                 001714        Royal  Mail Ltd                        Buiness reply postage                        40.00

06/05/08                 001715        Nuttall Signs Ltd                      Signs for play areas                           133.62

06/05/08                 001716        Nuttall Signs Ltd                      Signs for play areas                             69.09

06/05/08                 001717        Nuttall Signs Ltd                      Signs for play areas                             66.81

06/05/08                 001718        Nuttall Signs Ltd                      Signs for play areas                           129.72

15/05/08                 001719        Clerk                                           Salary (May)                                     1742.66

15/05/08                 001720        Att 1                                           Wages (May)                                     610.53

15/05/08                 001721        Att 2                                           Wages (May)                                     693.52

15/05/08                 001722        Att 3                                           Wages (May)                                     456.21

16/05/08                 001723        NALC                                        Conference Fee                                    52.29

 

It was moved by Cllr David Evans and seconded by Cllr Gerald Grant that the accounts be approved.

Resolved:       that the report be approved.

 

34.       BANK BALANCES:

54131582        Yorkshire Bank                             £94,694.58

Resolved:        that the balance be noted.

 

35.       CORRESPONDENCE:

The Clerk reported on correspondence received  

Resolved:       that the correspondence be noted.

 

36.   ITEMS FOR INCLUSION ON WEBSITE:

Resolved:       that the Clerk update the Website where appropriate.