Present:Acting Chairman, Mr P Moakes, Mrs J Nash, Mr S Gould, Mr M Wardman, Mr B Peach, Mr C Plant (Candidate for co-option) and the clerk, Mrs S Hampson. There were no members of the public in attendance

Non-Confidential items

25.5.1 Apologies and attendance register
Apologies had been approved from Mr Searston for this meeting, as part of an extended approved period of absence until September 2025, as approved by minute reference 24.11.5. The members present completed the attendance register.

25.5.2 Election of Chairman and Vice Cairman
Resolved: Mr P Moakes to be the Chairman for 2025-2026 and Mrs S Gould to continue as Vice Chairman for the same period.

25.5.3 Declaration of acceptance of Office of Chairman and councillors
Declaration of Acceptance of Office forms for the Chairman and councillors were completed by those present and signed before the Proper Officer of the parish council, Mrs Hampson.

25.5.4 Casual vacancy and co-option of new councillor
The existing members were very pleased that a valid application had been received from a candidate to represent Elkstones.

Resolved: Mr C Plant to fill the one casual vacancy on the parish council. Mr Plant duly completed the Declaration of Acceptance of Office form before the Proper Officer of the parish council, Mrs Hampson.

25.5.5 Register of Interest of Councillors
Members completed the Register of Interest documents.

25.5.6 Declaration of interest of councillors related to the agenda
There was no need, by any member present, to record an interest in the register.

25.5.7 Minutes of the previous ordinary meeting
The clerk had forwarded the minutes in advance of the meeting and these had been posted on the website and noticeboard.

Resolved: to accept the minutes as a true record of proceedings. The minutes were signed by the Chairman, Mr Moakes.

25.5.8 Public speaking procedures document
This was available for members of the public.

25.5.9 Public speaking
There were no members of the public in attendance.

25.5.10 Update from the County Councillor
The clerk had invited the new County Councillor, Ms C Kelly to attend but unfortunately, she had a prior engagement. The clerk had also asked the new councillor to support the request for a new grit bin on Stacey Close.

Resolved: to ask the County Councillor about funding for future projects.

25.5.11 Attendance by the District Councillor
District Councillor, Mr J Kempster was in attendance and provided a lot of information about different grants available, one of which the clerk had also made enquiries about in relation to a new noticeboard.

He also informed the parish council members of the review of local government and the future intentions for a Unitary Authority which would mean both Staffordshire Moorlands District Council (SMDC) and Staffordshire County Council (SCC) would no longer exist. There are now only 22 councils remaining like SMDC and SCC. After November 2025, there will be a community consultation. Members were concerned about a lack of voice for rural areas. The District Councillor had spoken to council leaders about future responsibilities of parish councils. He had liaised with a named contact at SCC regarding grit bins and hoped for a community visit. He also spoke about a pilot youth venture over the summer. He provided a poster for the Repair Café which will shortly be happening this year at Butterton Village Hall.

25.5.12 Accounts for the year ended 31st March 2025
The clerk and responsible finance officer (RFO) had prepared and forwarded the accounts for the year ended 31st March 2025 to members, in advance of the meeting and these had also been approved by the internal auditor. The RFO presented these during the meeting.

Resolved: to accept the accounts as a true record of financial transactions during the previous financial year.

25.5.13 Internal audit report for the year ended 31st March 2025
The internal audit had taken place on 6th May and the annual return had been signed off. There were no matters to bring before the parish council. The invoice had been received.

25.5.14 Certificate of exemption for the audit for the year ended 31st March 2025
The clerk and RFO had prepared the certificate of exemption from full audit as both the income and expenditure figures were less than £25,000.

Resolved: to approve the Certificate of Exemption. This was duly signed by the clerk/RFO and the Chairman.

25.5.15 AGAR Section1 Annual Governance
The clerk and RFO had prepared the Annual Governance Statement

Resolved: to approve the Section 1 Annual Governance Statement. This was duly signed by the clerk/RFO and the Chairman.

25.5.16 AGAR Section 2 Accounting Statement
The clerk and RFO had prepared the Section 2 Accounting Statement

Resolved: to approve the Section 2 Accounting Statement. This was duly signed by the clerk/RFO and the Chairman.

25.5.17 Lengthsman work at Elkstones
The lengthsman had viewed the required works to a broken stone trough at Elkstones. He estimated 6 hours to rebuild one side.

Resolved: Mr Moakes to donate some stone. Mrs Nash to liaise with the lengthsman to proceed with the works.

25.5.18 Best Kept Village, planters, lengthsman
There had been no entry made for the competition for Best Kept Village this year. The lengthsman had stocked the village planters and they look well. He has also attended to watering them periodically and has also cleaned the road signs. Members discussed parking issues in some parts of the village, as previously raised by the lengthsman. Some of these issues have been resolved following the departure of the Connect Fibre workforce but some residents are continuing to park in areas which can make his work more difficult. The members also discussed who has previously had a responsibility for tidying the area around the old stocks as this is not on the lengthsman’s list of duties.

Resolved: parking to be monitored by the members of the parish council over time.
Resolved: Mrs Nash to speak to the lengthsman about his use of weedkiller within the village.
Resolved: to place the Best Kept Village competition 2026 on the agenda for September 2025.

25.5.19 New noticeboard
Mr Peach had investigated the condition of the existing posts for suitability to mount a new noticeboard and had advised the clerk that the posts would be suitable to attach a new noticeboard. He had also supplied the details of the distance between the posts. The clerk had investigated the cost of a new noticeboard, with 2 opening doors, made from artificial timber which would accommodate 8 x A4 sheets of paper; these could be displayed in a portrait fashion. The clerk had forwarded the details to the members, in advance of the meeting. Liaison had taken place regarding the heading. This company would not require payment in advance.

Resolved: to approve the cost of the purchase of a new artificial timber noticeboard at £1407 plus VAT.
Resolved: the clerk to try to obtain a comparison quote from an alternative company, to match the same specification.
Resolved: the clerk to complete a grant application with Staffordshire Moorlands related to the purchase of a new noticeboard.

25.5.20 Planning, appeals, planning decisions
There were no new planning applications to consider.

25.5.21 Items of account, clerk, clerk’s pay award and back pay, lengthsman, HMRC, general income and expenditure