Upton Village

UPTON PARISH COUNCIL

Minutes of meeting of Upton Parish Council in the Village Hall on
Tuesday 17th January 2012 at 8.00 pm

Present:
Mr J Dickens (Chairman), Mr S Fraser, Mr S Norman, Mr B Shaw, Mrs L Shaw, Mrs C Lightfoot (Clerk)
Part time: Mrs J Shelley (District Councillor)
Mr W Betts, Mrs R Caffyn, Mr D Mason (Playground Working Party)

1.   Apologies received from Dr Lott

2. Declarations of Interest
Members are asked to declare any personal interest and the nature of that interest which they may have in any of the items under consideration at this meeting. Any Member arriving after the start of the meeting is asked to declare personal interests as necessary as soon as practicable after their arrival even if the item in question has been considered. None recorded

New Playground Presentation  
The Chairman invited representatives of the Playground Working Party to update the meeting on progress to date.  Mr Betts said that the Invitation to Tender (ITT) document had been sent out to 6 companies all of whom had responded.  The Working Party is in the process of examining these tenders to establish whether our requirements had been met, looking particularly at design, hygiene factors, aesthetics, and the company’s experience.  The Working Party will investigate the possibility of “no mow” grass around the play equipment in order to facilitate keeping the area tidy and adequate space allowance was requested between play equipment for the lawn tractor access. Mr Dickens suggested that in the future a barrier around the play area may be required to deter dogs.
The Working Party was thanked for their excellent work in moving the New Playground project forward.

3. Minutes of meetings held on 16th November and extraordinary meetings held on 19th December and
4th January 2012, having been circulated in advance of the meeting, were agreed to be a true record and signed by the Chairman.

4. Matters arising:
a)   Parish Council Meeting on 16th November:
i) Caravan Rally – terms and conditions:  Mrs Shaw will draw up brief terms and    conditions in advance of the UVHAT meeting on 21st February.   LS
ii) Stench at top of Stream Road/Reading Road: residents report that this had now abated.
iii) Salt spreader: this has now been purchased and is ready for use
iv) Cleaning bus shelter: the Chairman will keep an eye on the state of the bus shelter  JD
v) Appointment of Internal Auditor:  Mr Powell has agreed to undertake this task.  Mrs Shaw proposed that Mr Powell be appointed auditor, this was seconded by Mr Dickens, with all in favour.  The clerk will contact Mr Powell and suggest that he speaks to Mr Simpson in order to understand what is required.  Clerk to write to thank Mr Simpson for his diligence in undertaking the Internal Auditor’s role over a number of years.          Clerk
b) Matters arising from extraordinary meetings held on 19th December & 4th January 2012 were taken under Agenda Item 8
  
5. PCSO’s report: in the absence of the PCSO no report was received.

6. County Councillor’s Report: in Mr Lilley’s absence no report was received

7. District Councillor’s Report
Mrs Shelley reported that she had received a positive response that the two parishes of West Hagbourne and Upton would not be merged as an outcome of the IHSP exercise.
Waste storage at Harwell: she mentioned that the East Hendred Parish Council were concerned following the report that additional waste is planned to be stored at Harwell.   After discussion it was agreed to ask our UKAEA Stakeholder Representative (Dr Whitmell) to advise on this.  See Item 10(viii).
She also reported that an Electoral review briefing had been carried out and VOWH would have to reduce the total number of councillors from 51 to 34, this would not affect Upton. A VOWH town and parish core strategy workshop was held which determined housing developments were required for up to 400 to 500 houses for the strategy to 2028/29.

8. Planning
  i) 11/01527/FUL – erection of a detached 2/3 bedroom chalet dwelling at land adjacent to    Jasmine, Chilton Road.  It was noted that permission has been granted with     conditions.
  ii) 11/02001/FUL – erection of single storey garage, Tadpoles, Stream Road.
This application has been permitted.
iii) 11/02429/FUL – erection of single storey extension, Torpids, High Street.  Permission  has been granted.
  iv) 11/02791/FUL – Torpids proposed erection of 2 bay car port.  Proposed widening of    existing access – PC had no objections.  The Vale’s decision is awaited*
  v) 11/02900/FUL, Littlecote  proposed erection of single and two storey extensions.     Erection of garage and car port with home office/gym over.  The PC had no objections.     The Vale’s decision is awaited

9.          Villagers’ Forum – in the absence of villagers no forum took place.

10. Reports from Councillors on areas of responsibility
i) Roads and Footpaths: Mr Norman reported that OCC have ordered a replacement gate for that which is damaged at the east end of the village on A417.
ii) Amenities including Recreation Ground:
· QEII Field status:  Mr Dickens said that there were arguments both in favour and against applying for QEII status.  It was agreed that the clerk would contact Mr Simpson (our retiring auditor) to seek his advice on the matter.     Clerk
      A note to be put in Upton News seeking parishioners views on the matter.   BS
· Dog Bins:  The chairman reported that a villager had enquired whether an additional dog bin could be provided at the end of the footpath beside the church.  Councillors were not convinced that the ongoing cost of emptying a third bin could be justified.  This topic will be raised at the Annual Parish Meeting.       Clerk
iii) Young Parishioners including Play Area: 
· Mr Shaw reported that a young parishioner had suggested we might hold a film night, appealing to all ages, in the village hall on a regular basis. 
      Mr Shaw will follow this up. It was noted that whilst the PC is keen to encourage and assists village recreational activities where appropriate this not PC business.
iv) Village Hall: nothing to report
v) Communications: the January/February Upton News is awaited.
vi)  Volunteer Group:
  Litter Pick:  Mr Brown had volunteered to organise the annual litter pick.  Clerk to contact
  Mr Brown asking if he would arrange this for either 17th or 24th March**   Clerk
  The Vale to be asked to provide signs warning of litter pickers in road.
vii) N.A.G.
Mrs Davies had emailed the clerk saying that she would like to stand down from NAG duties.  The Clerk to write thanking Mrs Davies for her past service.  A new representative to be sought.***           Clerk

      
viii) UKAEA Stakeholders Committee:
· Dr Whitmell to be asked to advise on the matter of additional waste to be stored at Harwell, as reported in the local press.       Clerk
ix) Parish Transport Rep:
Mrs West advised that the service was getting better after the initial start but they do not always  run on time.   The new bus operator uses a number of different drivers who have to get used to  the route.  
  
11. Finance
i) Invoices for payment since last meeting
  i) Derwent Weighing (salt spreader) £318.56*
  ii) half yearly repayment on loan £412.91, paid by direct debit
iii) Clerk’s salary:  Gross £321, less PAYE £80.25 = £240.75
iv) Kalehurst Garden Machinery (mower servicing) £325.37
*this invoice had already been paid
  The meeting approved payment of these invoices.

ii) Receipts since last meeting:
i) Bank interest Nov 42p, Dec 40p
ii) HMRC repayment of VAT: Nov £24.15, Dec £46.46
  Receipts were noted by the meeting.

iii) Accounts to 31st December:
Mr Norman distributed a summary of expenditure and receipts as at 31st December, showing a    bank balance of £8855.97, which aligns with our forecasts.
    
12. Queen’s Diamond Jubilee Celebrations
The Clerk said that no response had been received following the note in Upton News.
Mr Shaw agreed to write a piece encouraging anyone with ideas on how we might celebrate the  Queen’s Diamond Jubilee to come forward with a view to setting up a working party. BS
Mrs Shelley said that the Vale were considering funding mugs for the Diamond Jubilee.

13. Correspondence
High Sheriff Awards:   this issue had been dealt with by email.  Clerk to advise the High Sheriff’s  office accordingly.

14.  Date for next meeting: it was noted that the next meeting will be held on Tuesday 20th March 2012

Clare Lightfoot, Clerk
Tel:  01235 850486
24th January 2012

Clerk’s notes:
*    Planning application 11/02791/FUL: since this meeting, the Vale has advised that this application is                                                                    permitted.
**  Litter Pick – clerk has advised Mr Brown that 24th March is the preferred date.
***Mr Lightfoot has volunteered to act as NAG representative

UPTON PARISH COUNCIL

Minutes of Extraordinary Meeting of Upton Parish Council in the
Village Hall Meeting Room 
on Wednesday 4th January 2012

Present:
Mr J Dickens (Chairman), Mr S Fraser, Dr R Lott, Mr S Norman, Mr B Shaw, Mrs L. Shaw,
Mrs C Lightfoot (Clerk)
2 parishioners

1.  Apologies: there were no apologies

2.   Declarations of Interest
Members are asked to declare any personal interest and the nature of that interest which they may have in  any of the items under consideration at this meeting. Any Member arriving after the start of the meeting is  asked to declare personal interests as necessary as soon as practicable after their arrival even if the item  in question has been considered.  None recorded

3. Planning Application:

11/02900/FUL – proposed erection of single and two storey extensions.  Erection of garage and car port with home office/gym over at Littlecote, High Street.  Applicants Mr & Mrs Caffyn.
The plans, having been previously circulated, were discussed.  The Council had no objections to the proposals.   The clerk to advise the Vale accordingly.      Clerk
The applicant advised the Council that there is currently a TPO on the hedges and trees surrounding the property.

Meeting closed at 8.15 p.m.

Clare Lightfoot
Clerk/Upton Parish Council

5th January 2012

Present:   Mr J Dickens (Chairman), Mr S Fraser, Mr S Norman, Mrs L Shaw, Mrs C Lightfoot (clerk) Part Time – PCSO M Clayden, Councillor J Shelley

1.   Apologies received from Dr B Lott, Mr B Shaw, Councillor S Lilley

2. Declarations of Interest
Members are asked to declare any personal interest and the nature of that interest which they may have in any of the items under consideration at this meeting. Any Member arriving after the start of the meeting is asked to declare personal interests as necessary as soon as practicable after their arrival even if the item in question has been considered. None recorded

3. Minutes of meetings held on 20th September, and extraordinary meeting held on 25th October 2011 having been previously circulated were agreed to be a true record and signed by the Chairman.

4. Matters arising:
a)   Parish Council Meeting on 20th September:
   i) High Voltage Cable – reinstatement of recreation ground  now complete.
   ii) Roundels in Chilton Road – Highways have completed the roundels.
iii) Aims & Objectives for 2011/2012, having been previously agreed, are now posted on the website 
iv) Caravan Rally – terms and conditions – Mrs Shaw is progressing this.  LS
v) Concerns over stench at top of Stream Road/Reading Road.  Thames Water have begun  putting chemicals into the sewer and the smell has abated.  The Parish Council agreed to keep a watching brief on this situation and if necessary send a strongly worded letter to Thames Water.
vi) Winter Emergencies: salt spreader – Mr Fraser showed the meeting information on 3 spreaders.  The consensus of the meeting was that the mid-range machine (~£330) would suit our purposes.  Mr Fraser will source a machine.    SF
Transport during bad weather:  Mr Fraser proposed that a list of people with 4x4s who  would be willing to provide transport during inclement weather be drawn up.
A note to go in the December Upton News.     BS
(vii) Cleaning bus shelter – Mr Dickens reported that he is happy to keep the bus shelter tidy.   He said that it was not an onerous task but if it becomes burdensome he will get a rota of  volunteers to undertake this on a regular basis.

b) Extraordinary meeting held on 25th October:
i) Planning issues taken under item (8)
ii) Playground – ITT.  After discussion it was agreed that Mr Dickens will contact the  Working Group to request that an optional cost be requested in the ITT for fencing.            JD
  
5. PCSO’s report:  PCSO Clayden said that the new non-emergency telephone number for Thames Valley Police (TVP) is now 101.  He mentioned that TVP are stepping up their activity to catch hare coursers.   Residents should be aware of “Nottingham Knockers”, a group of young persons knocking on doors selling household goods. He said that unless they are carrying a pedlars’ licence signed by the TVP Chief Constable they are not permitted to pedal their wares.  A recent speed check on the A417 had been carrrid out resulting in 140 vehicles going through the check with 5 found to be speeding.  This group will each receive an advisory letter.   PCSO Clayden left a number of “we do not buy or sell at this door” notices for distribution following concerns about unsolicited callers.

6. County Councillor’s Report: there was no report in Mr Lilley’s absence.  Mr Lilley will be sending a report to Sarah Sayers for inclusion in Upton News.

2011-2012

7. District Councillor’s Report
Mrs Shelley spoke about the Vale’s Interim Housing Supply Policy (IHSP) which is an endeavour to increase the housing stock, including affordable houses, to 1,000 by 2014.   It is proposed to relax some planning policies with encroachment on green belt land.    The IHSP is currently out for consultation.

8. Planning
  i) 11/01527/FUL – erection of a detached 2/3 bedroom chalet dwelling at land adjacent to     Jasmine, Chilton Road.  The Vale’s Development Control Committee meeting      approved this application on 9th November 2011 subject to 13 conditions.
  ii) 11/01787/FUL – demolition of existing conservatory, erection of single storey rear     extension at Flett Cottage, High Street.  This application has been permitted.
iii) 11/01514/FUL – remodelling Porch & Hall, Strathfield House.  This application has been  permitted.
iv) 11/02001/FUL – erection of single storey garage, Tadpoles, Stream Road.
The Vale’s decision is still awaited
v) 11/02429/FUL – erection of single storey extension, Torpids, High Street.  The Vale’s  decision is awaited.
  iv) Concerns over issues relating to Fieldside & Hitherto:  The Chairman raised issues with     Councillor Shelley who advised that the Vale’s enforcement officers try to work with     applicants to resolve issues.  Mrs Shelley agreed to raise the matter of objectors details     being available on the Vale’s portal, which has on occasions caused embarrassment. JS            
9.          Villagers’ Forum – in the absence of any villagers, there was no discussion.

10. Reports from Councillors on areas of responsibility
i) Roads and Footpaths – broken gate on A417 on approach to village from Blewbury has been reported to Highways by Mr Norman (Ref no 455912)
The clerk was asked to write to Highways to complain that neither Chilton Road residents nor the  Parish Council were informed of the Chilton Road closure.    Clerk
ii) Amenities including Recreation Ground
§ QEII Field status.   The application, having been circulated to members for agreement,
       will now be submitted by the Chairman.      JD 
iii) Young Parishioners including Play Area:  Mr Fraser and  Mr Dickens will undertake repairs as highlighted in the ROSPA report.       JD/SF
Playground checks:  the clerk will circulate check sheets to those who have agreed to check the  playground.   It was suggested that the check be made on a monthly basis.  Clerk
iv) Village Hall: the next UVHAT meeting is to be held on 29th November
v) Communications: Mr Shaw has been made aware that although he is posting documents to the web   site they are not automatically uploaded.  Contact to be made with Mr Rippon to ensure that the    process is working correctly.          BS
vi)  Volunteer Group: it was agreed that leaf clearing, snow clearing and tidying humps be the subject   of attention in due course.
vii) N.A.G. – no report
viii) UKAEA Stakeholders Committee: a letter had been received from Research Sites Restoration  Limited are making preparations to plan for decommissioning the Harwell Liquid Effluent  Treatment Plant.
ix) Parish Transport Rep:  the new timetable comes into effect in December.
 
11. Finance
i) Invoices for payment since last meeting
a. Clerk’s salary gross £321 (less PAYE £80.25) = £240.75
b. HMRC – clerk’s tax deducted at source £160.50* – (2nd quarter)
c. Vale of White Horse DC – £23.33 (dog bin emptying)
d. Playsafety (playground inspection) £86.40*
e. BDO audit fee £192*
* these invoices have been paid prior to the meeting
Members agreed that all invoices should be paid.

2011-2012

ii) Receipts since last meeting:
  Bank interest for September and October, totalling £1.14p was noted
 
iv) Adopt audited accounts:  Mr Norman proposed that the accounts be adopted, this was seconded by Mr Dickens, with all in favour, subject to a minor amendment being made to the Governance Statement, paragraph 9.
 
v) The Precept for 2012-2013 was discussed.   Mr Norman proposed that the precept be kept at  £7,250, this was seconded by Mr Dickens, with all in favour.  The clerk to confirm with the Vale.

v) Internal Auditor.  The Chairman told the meeting that Mr Simpson who had acted as internal auditor for a number of years, had indicated that he wished to stand down from this position.
SODC are proposing to offer internal audit services but it was agreed that we should, in the first  instance, enquire within the village if there is anybody willing to undertake this role. LS
    
12. Correspondence
i) Interim Housing Supply policy
ii) Vale Corporate Plan consultation
vi) Town & Parish Forum – 23 November
vii) CPRE October briefing
viii) Vale News October briefing
All correspondence has been circulated by email or hard copy.
 
13.  Date for next meeting.  The next meeting is scheduled for Tuesday 17th January 2012