The Annual Parish Council meeting of Wetton and Back of Ecton Parish Council took place on Wednesday, 13th May 2026 at 7.30 pm in Wetton Village Hall.
Present: Mrs J Melville, Mrs D Noble, Mr T Heaney, Mrs L Powis, Mr P Vibert and the clerk, Mrs S Hampson. There was one member of the public in attendance for part of the meeting.
Non-confidential items
26.5.1 Apologies and declaration of interest of councillors related to the agenda
Apologies had been received in advance of the meeting from Mr M Crawford. There was no need, by any member present, to declare an interest in the items on the published agenda other than Mrs Powis. Mrs Powis declared a personal interest in a planning application being discussed later in the agenda. Members present signed the attendance register.
26.5.2 Election of Chairman, vice chairman and declaration of acceptance of office of councillors, possible co-option of one new councillor
Mrs Melville retired from the role of Chair Person and unfortunately, tendered her resignation with effect from the end of the annual parish council meeting. In addition, Mrs Noble also tendered her resignation with effect from the end of the annual parish council meeting.
Resolved: For the period 2026-2027, Mr T Heaney to act as Chair Person and Mr Vibert to act as Vice Chairman.
All members present completed their Declaration of Acceptance of Office, as Councillors and Mr Heaney completed the additional Acceptance of Office as Chairman.
26.5.3 Casual Vacancy for the co-option of one parish councillor.
Resolved: The clerk to continue to prepare a notice for three vacancies on the parish council.
Mr Vibert reported that there could be two people interested.
26.5.4 Register of Interest of councillors
The members present who were remaining on the parish council completed the register of interest documents. However, on the day of the meeting, the clerk had been notified that with effect from June 2026, the section related to members’ personal property will be removed. The clerk had contacted the Staffordshire Parish Council Association (SPCA) to enquire if revised register forms will become available soon.
26.5.5 Minutes of the previous meeting.
These were accepted as a true record of proceedings and signed, in the meeting, by the Chair Person, Mrs T Heaney.
26.5.6 Public speaking procedures document, public attendance sheet and public speaking (total 10 minutes)
There was one member of the public in attendance and she raised 3 items before the parish council:
- Strong weedkiller has been used around the village and in some places, under walls bordering personal properties. This has killed the weeds but left yellow patches and had a ‘creep’ effect into some residents’ gardens. It is possible that the weedkilling has been undertaken by the lengthsman but the parish council has not been advised by the lengthsman. The lengthsman does have to undertake some weedkilling in the parish.
Resolved: the clerk to contact the lengthsman to request that care be given in areas bordering residential properties and to enquire what type of weedkiller is being used. - Is the number of advisory signs for no camp fires or barbecues sufficient within the parish? Members advised that there is signage on the car park and most likely at Thors Cave.
Resolved: Mr Vibert will investigate the signage near Thors Cave - Pot holes on Buxton Road and Ashbourne road near the playing field.
It was reported that some of these are due to be addressed.
Mrs Noble raised some issues from the village hall committee including the progress of archive material presently stored in the village hall. Mrs Melville advised that parish council material had been sorted but other material was incomplete. The village hall committee requested a link from the parish council’s website but this is not advisable.
Resolved: Mrs Melville to contact the village hall secretary about the archive material and the clerk to further contact the secretary regarding the website.
26.5.7 Update from County Councillor
The County Councillor had forwarded apologies and advised that there were no county council matters to bring before the parish council
26.5.9 Playing field/Pavilion
Mr Heaney has spent a number of months liaising with a playground company involving the installation of a zip wire and to draw up a design for other features. There is no definitive cost at this moment in time but it will be tens of thousands of pounds and grant funding will be vital. Rubber mulch flooring is also very expensive. It is possible that if the parish council could get a lot of the ground work undertaken, this could count as part of a matched funding case. The clerk advised that these costs would necessitate alternative quotes.
26.5.10 Lengthsman
From public speaking, the clerk to contact the lengthsman regarding weed killer.
26.5.10 Church footpath and clock
Mrs Melville reported that she had contacted the rights of way officer at Staffordshire County Council (SCC). SCC has a duty to maintain the path as it is public footpath number 47. However; following an inspection, SCC don’t consider the path serious enough to repair at this time.
Resolved: the clerk to supply Mrs Noble with contact details for company who can undertake repairs to a church clock.
26.5.11 Planning applications, appeals and enforcement
There was one new planning applications to consider NP/SM/0526/0467 at Yew Tree Farm for a change of use of the file to provide a small-scale seasonal touring caravan and camping site. Mrs Powis had declared an interest in this item at the beginning of the meeting. She advised that this application would be for 12 service pitches and tents and will not appear any different than the 60-day pop up facilities presently being operated.
Resolved: members to support this application.
26.5.12 Items of account: clerk’s salary, HMRC, lengthsman, administration, payroll services, insurance.
| Chq No. | Name | Description | Cost | ||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
|
Cq 930 |
S Billings |
22 hours lengthsman duties |
£308.00 |
||||||||||||||||||
|
Cq 931 |
HMRC |
Quarter 1 income tax |
£211.00 |
||||||||||||||||||
|
Cq 932 |
S Hampson |
Annual premises allowance |
£312.00 |
||||||||||||||||||
|
Cq 933 |
EMAS Ltd |
Internal audit fee |
£60.00 |
||||||||||||||||||
|
Cq 934 |
SPCA |
Membership fee 2026/2027 |
£162.04 |
||||||||||||||||||
|
Cq 935 |
E A Fitzgibbon |
Payroll services to 05/04/26 |
£75.00 |
||||||||||||||||||
|
Cq 936 |
S Hampson |
Clerk’s salaries April to June |
£844.07 |
||||||||||||||||||
|
Cq 937 |
S Hampson |
Clerk’s salaries July to August |
£562.78 |
||||||||||||||||||
|
Cq 938 |
Zurich Municipal |
Annual insurance premium |
£invoice to follow |
||||||||||||||||||
|
Cq 939 |
S Hampson |
Internet provision April to August and Expenses |
£114.35 |
||||||||||||||||||
|
Cq 940 |
S Billings |
June to August |
£invoice to follow |
||||||||||||||||||
|
DD |
Information Commissioners Office |
Data |
£47.00 to be taken by direct debit |
||||||||||||||||||
26.5.13 Accounts for the year ended 31st March 2026
The clerk and responsible finance officer (RFO), Mrs Hampson had prepared the accounts for the year ended 31st March 2026. These were presented to the members of the parish council and had also been checked by the internal auditor.
Resolved: to accept these as a true record of the previous year’s financial transactions.
26.5.14 Internal report
The internal audit of the accounts and the previous year’s proceedings had been internally audited by East Midlands Audit Service Ltd (EMAS Ltd). The report had been sent to all members in advance of the meeting. The Annual Return for the external auditors, Forvis Mazars had been signed off by the internal auditor. The following matters, some of which were new for this year’s audit, needed to be brought before the parish council:
- To achieve a .gov.uk or a .org email address prior to the next audit
- General data protection policy
- Update standing orders and financial regulations to the 2025 version
The clerk had written a new IT policy and detailed risk assessment which had been accepted by the internal auditor.
26.5.15 Approval of annual governance statement (Section 1)
This had been prepared by the clerk and RFO and agreed by the internal auditor.
Resolved: to accept the Annual Governance Statement and this was duly signed by the RFO and Chairman, Mr Heaney.
26.5.16 Certificate of Exemption and Agar documentation, and Accounting Statement (Section 2)
A Certificate of Exemption for the period ended 31st March 2025 had been prepared as both the income and expenditure were less than £25,000. The accounting statement figures had been agreed by the internal audit.
Resolved: to accept the Certificate of Exemption and Accounting Statement and these were duly signed by the RFO and Chairman, Mr Heaney.
The clerk and RFO will now submit the certificate of exemption and contact details to Forvis Mazars. The public rights notice will also be displayed for the period commencing 3rd June.
26.5.17 Highway issues, street lighting, drains, potholes
It was reported that there seems to be an increasing number of advertising A boards being placed around the village.
Pot holes had been referred to during public speaking.
26.5.18 Correspondence and communication and noticeboard responsibility.
Electronic communications had been forwarded to members in advance of the meeting and included: SPCA bulletins, Staffordshire Playing Fields Association membership (not to pursue), funding opportunities, gritting, engagement workshops, parish assembly.
26.5.19 Items for the next agenda
Playing field /pavilion, safety inspection, insurance – ride on mower, casual vacancy, review of policies, review of standing orders and financial regulations, church clock. Additional items to be compiled by the clerk.
26.5.20 Date of the next meeting
Wednesday, 22nd July 2025 (change to previously advertised date).
Confidential items
26.5.21 Disposal of asset
Unfortunately, this matter had not been progressed
The meeting was declared closed at 8.55 pm
Mrs S Hampson, Clerk
Wetton and Back of Ecton Parish Council
15th May 2026
©Wetton and Back of Ecton Parish Council minutes remain draft until approved by the parish council at the next meeting