May 2003
UPLOWMAN PARISH COUNCIL: MINUTES OF ANNUAL MEETING
Held on 15th May 2003 at the Village Hall, Uplowman, starting at 8.00pm
Minutes taken by Mr R Hodgson, Clerk to Uplowman Parish Council
Action points in bold. 9 members of the Public were present
0 ELECTION OF CHAIR AND VICE CHAIR
0.1 Mr Adcock proposed, seconded by Mrs Veen, that Mr White serve as Chair for the coming year. The motion was passed unanimously. Mr Burman was proposed as Vice Chair by Mr White, seconded Mr Branton. He had indicated his willingness to serve and was elected without opposition.
1 MEMBERS PRESENT
1.1 Mr J White (Chair), Mrs L. Veen, Mrs S Brown, Mr R Adcock, Mr D Aggett & Mr R. Branton.
2 APOLOGIES FOR ABSENCE
2.1 Apologies for absence had been received from Mr Burman who was unexpectedly away on business.
3 MINUTES OF LAST MEETING (6th March 2003)
3.1 Minutes of the meeting had been circulated prior to the meeting. They were approved without amendment and signed as a true record by the Chair.
4 MATTERS ARISING FROM THE MINUTES
4.1 Mr Aggett had reviewed the DCC Structure Plan 2001-16. He noted a number of points including the proposed development of Exeter Airport and that 5850 new dwellings are planned for the MDDC area.
4.2 Mr Adcock had spoken to Uplowman Athletic about car parking. There had been no problems lately.
4.3 The Clerk had sent information about flooding to MDDC.
5 FINANCES
5.1 Current Balance: £2024.80
Income since last meeting (Precept) £1563.00
5.2 The following payments were approved and cheques signed to cover them:
Clerk’s Honorarium (£271.60) and Expenses: (£21.51)
Cornhill Insurance premium 2003-4: £242.48
5.3 Draft accounts were presented by the Clerk. These were approved, subject to Audit, and the Receipts and Payments ledger was signed by the Chairman and Clerk.
5.4 Appointment of Internal Auditor: Mr R Clarke, Treasurer of the Uplowman Hall & Recreation Committee, had expressed willingness to act as Internal Auditor. His appointment was proposed by Mr White, seconded by Mr Branton and approved by all. The date for the Audit had been set as 7th July. This would not allow full adherence to the due process and the Clerk would investigate an extension to enable the council to consider the internal audit report.
5.5 Councillors decided unanimously that UPC would not introduce attendance allowances for any Members. The Clerk would inform MDDC.
6 PLANNING/LICENSING APPLICATIONS
6.1 Telecom Mast: UPC had written to object that two masts had been erected. Reply awaited.
7 CORRESPONDENCE
A list of correspondence received and sent had been circulated. The Clerk drew attention to the following items of interest that were not covered elsewhere:
7.1 The Audit Commission were inspecting MDDC and had sent a questionnaire for PCs to fill in. Mr White and the Clerk would consider it.
7.2 DAPC were to conduct training for new councillors on 10th June. Mr Aggett expressed willingness to attend. The Clerk would arrange it.
7.3 The NALC had produced a ‘Good Councillor Guide’. This would be passed around to all.
8 HALL AND RECREATION ASSOCIATION
8.1 UHRA would discuss proposals for the use of the Hall by UPC at their next meeting.
8.2 Plans were being drawn up for the external landscaping.
9 EMERGENCY PLANNING AND NEIGHBOURHOOD WATCH
9.1 It was agreed that Mrs Brown would take over responsibility for the area formerly covered by Mr Barlow. All councillors would update their lists and introduce themselves to residents by the next meeting. Mr White would provide copies of the Parish Report presented before the Annual Meeting for distribution.
9.2 The Countryside Agency could make available grants of up to £5,000 to help parishes to develop Parish Plans. Mr White would take the pack and see how this grant could best be used to extend the work already started with the emergency planning.
10 JUBILEE PROJECTS
10.1 The church lighting was now installed and would be inaugurated after the meeting by Mr Tremlett, Church Warden. Mr White expressed the thanks of the Council to Mr Adcock for his persistence in getting the project completed to everyone’s satisfaction.
11 SEWERAGE
11.1 The project was currently being ‘benchmarked’ by SWW. It was still hoped to get Capital Approval in July to enable a start to be made in October.
12 CONDITION OF ROAD/TRANSPORT IN THE PARISH
12.1 There were still areas where the road surface was very poor. Mr White suggested that as many people as possible should contact the MD Service Team (Mr Mitchard and Mr Bell). The Village signs were also deteriorating.
13 COUNTRYSIDE ACCESS
13.1 The Clerk had a list of dates for consultation over the Open Access. There were no areas in Uplowman registered under the Countryside & Rights of Way Act 2000.
14 Other Business
14.1 Mr White would write to thank Mr Barlow (who stood down at the recent election) for his service to the council. He would also write to new members of the parish (created by the boundary review) to welcome them. Mr White wished to record his thanks to the Clerk for supporting the council over the previous 4 years.
15 DATE OF NEXT MEETING
The next meeting would be on Thursday 3rd July in the Hall, starting with questions from the Public at 7.30pm.
The meeting closed at 9.15pm
Annual Report:
Prior to the Council meeting, Mr White presented his report on the activities of the Council over the previous four years. This led to a discussion of proposals for the future that included completion oft he sewerage scheme, development of Quality Council status, increased control of local services and further increased responsiveness to local concerns.
Councillors and members of the public also heard a report from representatives of the Uplowman Hall and Recreation Committee. 6 months after completion the hall was in regular and almost continuous use by Badminton, Dancing, Drama and other local groups. Income currently exceeded costs, even though the sewerage problem was not resolved.