Minutes of an Extraordinary Parish Council Meeting in the Village Hall on Friday 3rd May 2013

Present: Dr B Lott (Chairman), Mr S Fraser, Mrs L Shaw, Mr B Shaw, Mr S Norman, Mrs A Hoy (Clerk)

+ Four members of the public

1. Apologies: Mr J Dickens

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. There were no declarations received.

3. Retrospective Planning Application: P13/V0702/FUL, Livery Stables at Wattle Cottage Farm.

Open Forum

The Chairman for the Meeting invited members of the public present to give their views on this revised application.

Several concerns were raised including:

• Access issues with an unknown number of slow-moving vehicles exiting onto the busy main road;
• Permanent nature of the structure, believed to be contrary to AONB legislation
• Number of horses to be kept at the stables inappropriate for the available pasture.
• Impact of bad odour on the village pub, given the proximity of the building (up wind) to the Beer Garden
• The blatant disregard for planning rules displayed by the applicant

On the positive side:

• it was felt that a single building would be better than the collection of ramshackle buildings currently on site.

The meeting was reconvened, and further discussion ensued. The PC was in agreement with the issues raised from the floor with the exception of access, which was felt to be adequate. The principle concerns of the PC were:

• Inappropriate permanent development with a detrimental impact on the AONB;
• Detrimental effect of bad odour on the village pub;
• Insufficient pasture for number of horses;
• Permanent structure outside the curtilage of the village.

A vote was held and returned a unanimous “Objection”. Clerk to notify Planning accordingly before the 8th May deadline.

4. Signage for Children’s Play Area

Dr Lott advised that he had obtained a quote for a new sign for the Children’s Play Area in the amount of £180 + VAT. After discussion about the height and make-up of the sign, there was unanimous agreement that this should go ahead, proposed by Dr B Lott, seconded by Mr B Shaw.

5. Gate for Children’s Play Area

The fence surrounding the play area had been vandalised on or about 25th April. Dr Lott reported that the culprit had been identified as a young boy in the village. On taking it up with the family an offer to repair the fence at the child’s cost was offered. They were also happy for the boy to receive a visit from the PCSO.

Mrs Shaw proposed the PC accept the family offer, seconded by Stuart Fraser.

The option to insert a small (3ft) wooden gate to improve access was discussed. Mr Brown thought this would cost in the region of £30 plus £15 for ironmongery and a spring closer. It was agreed that Mr Brown should go ahead and purchase materials for the gate and install it as soon as convenient.

6. Rolling of Play Area

Dr Lott had received a quote for £180 + VAT from Didcot Plant Hire for the hire of a roller to be used on the play area after the Bank Holiday weekend to flatten out ruts cause by the recent pump track development. It was unanimously agreed that this should go ahead, proposed by Mr Shaw and seconded by Dr Lott.

It was noted that a working party needed to be put together to tidy up the ground around the play area.

There being no further business, the meeting closed at 9.45pm.

Date of Next Meeting: Several Councillors were unable to make the planned date of 21st May and the date was therefore changed to Thursday May 30th at 8pm in the Village Hall.

ACH 09.05.13

Minutes of an Extraordinary Parish Council Meeting in the Village Hall on Monday 8th April 2013

Present: Mr J Dickens (Chairman), Dr B Lott, Mr S Fraser, Mrs L Shaw, Mr S Norman, Mrs A Hoy (Clerk)

1. Apologies: Mr B Shaw

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.

3. Planning Application: P13/V0585/LB Stocks, Stream Road

Alterations and replacement of external door and windows. No objections.

Clerk to notify Planning.

Minutes of Meeting of Upton Parish Council in the Village Hall

On  Tuesday 15^th January 2013 at 8.00 pm

Attendees:  Mr J Dickens (Chairman), Mr S Fraser, Mr S Norman, Mr B Shaw, Mrs L Shaw, Dr Lott arrived at item (10 ).  Mrs C Lightfoot (clerk).   Part time: Councillor J Shelley.   1 observer 

1. Apologies – none received

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.  Each councillor (with the exception of Mr B Shaw) signed to declare an interest at Item 11(a) Precept Setting.  A letter seeking dispensation from each of these persons was handed to the Clerk and granted as per 31.S.33 of the 2011 Act.

3.  Minutes of meeting held on 7^th November 2012: the minutes having been previously circulated were agreed to be a true record and signed by the Chairman.

4. Matters arising

(i) Clerk’s vacancy: it was agreed that an offer should be sent to Mrs Hoy suggesting a starting date of  1^st April 2013.   The Chairman to confirm the process with AOLC. JD

(ii) overhanging hedges: it was noted that in general  residents had taken appropriate action.  It was agreed to insert a reminder in the Upton News on an annual basis. BS

(iii) surplus items in tractor shed: these items have been advertised in Upton News and are available free of charge.

(iv) purchase strimmer: Mr Fraser had negotiated a strimmer, brush cutter, helmet and visor from Kalehurst at a cost of ~£900.  Mr Fraser will proceed with the purchase.  SF

5. PCSO’s report – none received since no PCSO was in attendance

6. County Councillor’s Report – in the absence of Mr Lilley no report received

The Chairman noted that a Vehicle Activated Sign has been erected at the entrance to the village on the A417 and he expressed his thanks to Mr Lilley for arranging for this to be done.

7. District Councillor’s Report:

Mrs Shelley reported on the Council Tax Reduction Scheme (CTRS) which comes in to effect in April 2013,  replacing the current benefits system which assists those on low incomes to meet their council tax payments.  She said the council will address council tax exemptions and discounts which currently apply to unoccupied homes, i.e. second homes, unfurnished or unoccupied dwellings or those requiring structural repairs.

The Local Plan:  she said that work is progressing on the allocation housing supply document for the next 15 years and that the Local Plan will be drawn up this year and submitted to the Secretary of State.

8. Villagers’ Forum:  Mrs Shaw had received a text from a resident (Mr Padden) raising the issue of the poor state of the village roads.  The Chairman noted that the procedure for reporting road issues is for these to be reported to the web site “mystreet”.  Mrs Shaw will advise Mr Padden. LS

9. Planning:

(i) P12/V2104/CM -  It was noted that permission had been granted for the replacement of an extant planning permission in order to extend the time limit for implementation at Chilton Waste Services;

(ii) P12/V1730/DA – Wattle Cottage Farm: Planning appeal decision still awaited and the enforcement order remains in place. Some work has been observed on the site recently and the enforcement officer has been made aware.

10. Reports from Councillors on areas of responsibility:

(i) Roads and Footpath:  Mr Norman reported that £337.50 had been received from OCC in respect of cutting footpaths.   This arrangement will stand for the current year.  It was noted that a “No right of way” sign had appeared on the road between Lynchway and Alden Lane.

The path to the West of Little Acorns Nursery (between A417 and the B road into West Hagbourne) had been obstructed.  Mr Norman will enquire about the validity of this action. SN

(ii) Young Parishioners

Bike Jumps:  Dr Lott advised that as part of the finalisation of the WREN playground grant the PC is required to complete additional proposed works.  He has met with Shoretrax on site to discuss the installation of a cycle track.  Shoretrax suggested this be carried out in 2 phases.

Phase 1: rebuilding, reshape and surface existing dirt roller and jumps.   Construct new dirt and surfaced berm and roller to create a complete loop.  Cost £5k + VAT.

This would take 14 days to complete. Volunteers would be required to help with the spade work.

The advantage of this system is that it is low maintenance as it does not incorporate a timber feature.

Following discussion Dr Lott proposed the PC consider the quotation for phase 1 (as above) at a cost of £5,000 + VAT.  This was seconded by Mr Shaw.

Councillors were in favour subject to:

• Mr Norman checking on the cash flow position SN
• Dr Lott checking with Mrs Caffyn on the detail of the WREN grant conditions. RL

New Playground: Dr Lott said that more volunteers are needed to carry out the mandatory weekly check on the playground.

(iii)  Village Hall

Caravan meet 29 March – 1 April:  Dr Lott has forwarded a site map to the Camping and Caravan Club organisers.  A site visit to be held in advance of the camping weekend in order to check on the condition of the recreation ground. RL

(iv) Communications – nothing to report.

(v) Volunteer Group

(a) tree planting along Coffin Way:  Dr Lott will enquire on the availability of hedging plants and whether Parish Councils can apply. RL

(b)  repairs and relocation of notice board:  the clerk reported that Mr True is repairing the vandalised notice board.  Preference is that it be mounted on the metal fence to the right hand side of the gate into the recreation ground. Clerk to liaise with Mr True. CL

(c)    Litterpick – Mr Brown has agreed to assist with administering the litterpick.   Clerk to advise Mr Brown that the preferred date is 16^th March.  CL

(vi)  N.A.G. – nothing to report.

(vii) UKAEA Stakeholders Committee – Dr Whitmell had circulated a note of the meeting held on  7^th December 2012.

(viii)     Parish Transport Rep – nothing to report.

11. Finance:

(a)  Set precept for 2013/2014: following discussion it was agreed to keep the precept at £7,250, this was proposed by Mr Dickens and seconded by Mrs Shaw, with all in favour.

 (b) Invoices for payment:

(i) Broker Network Ltd £106.77 (insurance on new playground)

(ii) M Brown – petrol for mower £25.02

(iii) Clerk’s salary – Gross £321, less PAYE £64.20 = £256.80

(iv) Kompan £12,862.66 (balance on playground)

(v) Society of Local Council Clerks annual subscription £63

All invoices with the exception of Kompan’s  were agreed for payment.  Mr Fraser will speak to Mrs Caffyn (Upton PC’s liaison with Kompan) to resolve the outstanding issues in order to expedite the completion of payment for the Playground. SF

(c)  Receipts since last meeting:

(i)  Bank interest: Nov  68p; Dec 68p

(ii) HMRC repayment of VAT: none

(iii) Cheque received from OCC in respect of  2012 footpath cutting (£337.50)

Receipts were noted.

(d) Financial Statement to end December 2012:  Mr Norman circulated a financial statement showing a balance of £24,673 to the end of December.  He agreed to provide an extrapolation of the  financial position to the year end (31^st March). SN

12. Correspondence:

(a)  Letter introducing the new Local Police Area Commander for SODC and Vale was noted.

(b)  Invitation to attend ORCC’s Playground Inspection Training Course 2^nd March:

Mr Fraser and Dr Lott have been registered to attend this course.

(c) “United Charities of the Ancient Parish of Blewbury, Upton and Aston Upthorpe.  Following Mrs Whitmell’s resignation as trustee representing Upton Parish Council a new trustee needs to be  appointed.  Clerk to copy background information to councillors for consideration of a suitable trustee.  CL

13. Next Meeting Date:  19^th March 2013

Clare Lightfoot, Clerk

Tel:  01235 850486

22^nd  January  2013

 

 

 

 

Minutes of

Meeting of Upton Parish Council in the Village Hall, Small Meeting Room

 On Wednesday 7^th November 2012 at 8.00 pm

Attendees:  Dr R Lott (Chairman),  Mr S Fraser, Mr S Norman, Mr B Shaw, Ms L Shaw, Mr J Dickens (arrived at item (8)).  Part time:  Councillor J Shelley, PCSO L Webb

1. Apologies – none received

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 meeting held on 18^th September and the extraordinary meeting held on  9^th October 2012 having been previously circulated were agreed to be a true record and signed by Dr Lott.

4. Matters arising:

Parish Council Meeting on 18^th September

(i) Aims & Objectives having been circulated to councillors were ratified and will be posted on the web.

(ii) Clerk’s vacancy: it was noted that the closing date for applications is 30 November.

(iii) Coffin Way: tree planting. Dr Lott will liaise with the Sustainable Blewbury Group to discuss the proposal to plant a hedge on one side of Coffin Way from the apple orchard to the mid-way point. Woodland Trust to be approached regarding the supply of suitable hedging. RL

There were no matters arising from the extraordinary meeting held on 9^th October.

5.  PCSO’s report: PCSO L Webb reported on the increase in burglaries in the area and urged that any suspicious vehicles or personnel be reported on 101.  He recommended that lights on timers be used in the absence of home owners.  He apologised that the regular Speed Indicator Device (SID) operation had not taken place due to lack of resources.

6. County Councillor’s Report: in councillor Lilly’s absence there was no report.

7. District Councillor’s Report:

Councillor Shelley reported on the additional powers devolved by OCC to the District Council in respect of flooding.  The Vale is now responsible for:

• Giving consent for structures in streams and ditches, e.g. bridges or pipes
• Taking action to make sure landowners carry our their duties to maintain water flows
• Investigate causes of flooding events and making recommendations to alleviate future risks.

Other points of note:

• a new 24 hour Stop Hate Crime Helpline is now available on 0800 138 1625;
• the Vale and SODC have scooped the best improved recycling rates prize;
• Council Taxbases: subject to the Local Government Bill receiving Royal Assent in early November the Vale propose to calculate provisional taxbases to councils by the end of November.

8. Villagers’ Forum:

The clerk had been asked to raise the question of overhanging hedges which are causing obstructions on a number of footpaths.   The council agreed to insert a piece in Upton News asking parishioners to fulfil their obligation to keep hedges trimmed back. BJS

9. Planning

(i)  P12/V1392HH – garden room at Cherry Tree Cottage:  the Vale has not yet advised on their decision on this application.  (Clerk’s note: the Vale’s web site indicates this application has been permitted.)

(ii) P12/V1482/O – outline application for 3 properties at Maslina:  the Vale’s web site states that this application has been refused by the Planning Committee, although no official notification has been received.  Councillor Shelley said that she had attended the Planning Committee meeting and had spoken in favour of the application.

10. Reports from Councillors on areas of responsibility:

(i) Roads and Footpath: nothing further to report

(ii) Young Parishioners:

• New playground

 Inspections:

 Dr Lott has designed an inspection sheet for the new playground which is to be checked on a  weekly basis.  Dr Lott was asked to incorporate the old playground check list into this form.

Dr Lott to compile a rota of volunteers to undertake the inspections. RL

The clerk to file hard copies of the completed sheets.  Clerk

The clerk to contact ROSPA regarding an annual inspection of the playground. Clerk

Web address:  Dr Lott to speak to Mr Rippon with a view to setting up a suitable web address for Playground comments.  RL

• Use of old playground: it was agreed to maintain the old playground in the interim.  The fence to be repaired.  Consideration to be given to inserting a child proof gate in the fence on thenorth westside of the village hall.

(iii) Village Hall: Caravan Meet Easter 2013: Dr Lott has communicated conditions and a site map to the Caravan and Camping Club organisers.

(iv) Communications: it was noted that the clerk is working with Mr Rippon (webmaster) to maintain compliance of the Parish Council’s publications model.  Mr Shaw will continue to post new information ongoing.  Clerk/BS

(v) Volunteer Group: a working party has tidied the tractor shed.  There are some items to be disposed of and a note will be put in Upton News to establish whether any of said items are required.

It was agreed that Mr Fraser should source a petrol driven strimmer as agreed at meeting held on 17^th July 2012  (1207Minutes, item 10(iv))

(vi) N.A.G. the next meeting will be held on 12^th November

(vii) UKAEA Stakeholders Committee – nothing to report

(viii) Parish Transport Rep – nothing to report

11.  Finance:

(a) Invoices for payment:

(i) Clerk’s salary:  Gross £321, less PAYE £64.20 = £256.80

(ii) HMRC (Clerk’s PAYE) – £128.40

(iii) Kompan – balance on Playground – £12,862.66

It was agreed to pay items (i) & (ii).

Before item (iii) is paid in full the Council requests clarification from Kompan on the way forward regarding the supply of  fireman’s pole (or substitute),  arranging a final handover, delivery of tensioning tool and instruction  on its use.

Mr Fraser agreed to speak to Mrs Caffyn to fully understand the position. SF

(b) Receipts since last meeting:

(i) Bank interest Sept 54p, Oct 62p

(ii) HMRC repayment of VAT:  Sept – £10,008.42; Oct £125.92

The above receipts were noted.

12.  Correspondence:

a)   Alliance of small villages re planning policy

Mr Fraser indicated an interest in attending.  The clerk to keep him informed of date.  Clerk

b)  Participation is requested in the Oxfordshire Benefit Society (a cooperative aiming to run the Oxfordshire Local Healthwatch from April 2013).

13. Next Meeting Date: 15^th January 2013

Clare Lightfoot, Clerk
Tel:  01235 850486
12^th November 2012

 

 

Minutes of Extraordinary Meeting of Upton Parish Council in the Village Hall

 Tuesday 9^th October 2012 at 8.00 pm 

Attendees:  Mr J Dickens (Chairman), Mr S Fraser, Mrs L Shaw, Mrs C Lightfoot (clerk), 7 parishioners

1. Apologies were received from Mr Norman, Dr Lott and Mr Shaw

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 registered

3. Planning:

(i) Planning Application P12/V1976/HH – Hedgewell, High Street.  Applicant Mr V Woolgar

Proposal: demolish garage to side elevation (E).  All proposed single storey.  Infill to rear comprising of new kitchen with cellar under, side aspect (E) leaving side access (0.9m).  Bring front elevation forward to include proposed to side and entrance cover porch.  Finish of flat render to all elevations with replacement of slate tile to roof.  Catch water system to include recycling (grey water), sustainable under floor heating to all floors with increased insulation to all surfaces.

The applicant pointed out that the reference to “with cellar under” should be deleted.  The plans, having been previously circulated were discussed.  The Parish Council agreed that there were no objections to this application.  The clerk to advise the Vale accordingly subject to “with cellar under” being removed from the application. Clerk

(ii) Planning Application by Mr S Cole, Raymond Brown Minerals & Recycling, for the application for the replacement of an extant planning permission (proposed Extension of MRF and Waste Transfer Station) in order to extend the time limit for implementation at Chilton Waste Services, Prospect Farm, Chilton.  The Parish Council had no objections to this.  Clerk to advise OCC accordingly with the stipulation that no adverse impact be made to the AONB. Clerk

(iii) Planning Application P12/V1482/O – Maslina.   It was noted that this application is being considered by the Planning Committee on 10^th October.

4.  Coffin Way: Mr Fraser said that we should consider contacting the Woodland Trust as an alternative supplier of trees.  In principle it was agreed that a hedge across Coffin Way would be desirable.  It was pointed out that if two hedges were planted in parallel potential safety issues need consideration.  The Chairman proposed that further discussions be held involving the landowner he also stated that the point at  which the footpath went past the Upton Fruit Farm apple orchard on the intersection with the track to Frog Alley was outside of our PC boundary and was in the Blewbury PC boundary.  JD

It was noted that the electric fence alongside Coffin Way was restricting the footpath.  Clerk to contact the landowner. Clerk

5. Playground:  in response to the note in Upton News regarding the use of the existing playground, one response had been received to date.   The suggestion made was to transfer the baby swings and rocker from the old playground to the new site, thus keeping the children in one place.  The Chairman will speak to Mrs Caffyn (contact with Kompan) to discuss the logistics of removing the equipment. Health and Safety notices were discussed the Chairman to suggest and circulate some words as a proposal.

6. Overhanging hedge:  the clerk had received a complaint about the overhanging hedge alongside Station Road which compromises visibility when leaving the car park.   The working group to be asked to tackle            trimming this back.

Clare Lightfoot, Clerk
Tel:  01235 850486
18^th October  2012

Minutes of a Meeting of Upton Parish Council in the Village Hall on

Tuesday 18^th September 2012 at 8.00 pm 

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

Part time: Mr S Lilly, Mrs J Shelley, Mr J Carpenter

1.  Apologies were received from Mr Fraser

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.  Mrs Shaw and Mr Shaw declared an interest at Item 10(iii).

3. Minutes of meeting held on 17^th July 2012. The Minutes were agreed to be a true record and signed by the Chairman, subject to the following amendments:

Para 9(ii), the penultimate sentence to read:  After discussion the Parish Council were in favour of fully supporting the application…..;

Para 12 “Code of Conduct” to read:

The Chairman proposed that:

1. the code of conduct adopted by Vale of White Horse District Council be adopted as the code for members and co-opted members of the Upton Parish Council with immediate effect, to replace the current code of conduct; and
2. the clerk be requested to notify the monitoring officer of Vale of White Horse District Council of the passing of the above resolution” CL

4. Matters arising:

Parish Council Meeting on 20^th May:

(i) Aims & Objectives – Mr Dickens to circulate the Aims and Objectives for comment.

(ii) Clerk’s vacancy has now been advertised on the village website and noticeboard.

5.  PCSO’s report – there was no report in the absence of a PCSO.

6.  County Councillor’s Report:  Mr Lilly reported on a number of issues:  £8m had been set aside to ensure that over the next 3-4years highspeed Broadband is available throughout Oxfordshire.  A full traffic study of the A417 will be carried out in association with the development of the UK Science Enterprise Park.  Great Western Park developers wish to increase the size of the food retail outlet by 2.5 times in the “central village area”.

Mr Lilly anticipates an increase of the stewardship fund over which he has discretion.  He commented that there will be a loss of revenue associated with the closure of Didcot Power Station.

7.  District Councillor’s Report:  Mrs Shelley said the proposed Boundary Commission changes would increase her ward from a population of 1600 to 2600.  The Cabinet had met to consider the impact of IHSP, however no alternative had been forthcoming.  Mrs Shelly explained that the VOWH Core Strategy plan will be developed  from the National Planning Policy Framework.  The Core Strategy will be in place for 2014. Neighbourhood Plans may be potentially unsuitable if not in accordance with the core strategy and are expensive. The Faringdon plan cost £20K. VOWH is investigating the possibility of funding assistance for neighbourhood plans in the future. Council Tax Benefit was in the spotlight due to a 10% reduction from Central Government, the Vale is consulting on how this might be recouped.   She said that pensioners and vulnerable people should be no worse off.

8.  Villagers’ Forum:

• Traffic Calming measures on A417.

 Mr Lilly stated that he has put in train the following: 30MPH VAS sign on western approach to the village, refresh road markings on A417, remove 50MPH sign close to village approach.   These actions will be completed as his budget allows. Mr Lilly will consult with Highways on the “wish list” of proposals for traffic calming as drawn up by Mr Norman. (list attached to these minutes).

9.  Planning

(i) P12/V1392HH – garden room at Cherry Tree Cottage – decision awaited

(ii) P12/V1482/O – outline application for 3 properties at Maslina.  This application will be  taken at the Vale’s planning committee in October.

(iii) Wattle Cottage: an enforcement order has been issued to stop the work proceeding.   The landowner has appealed against the refusal of the application.

(iv) Details pursuant to condition 9 & 10 of planning permission UPT/3451/15-CM  – Prospect Farm, Chilton.  Councillors to research this application and forward comments to the clerk in order to formulate a response to OCC. The PC was in agreement that “in any event there should be no detrimental affect on the AONB.” ALL

10.  Reports from Councillors on areas of responsibility:

(i) Roads and Footpaths

• BOAT 389/14 (Pound Lane)  – flooding & overgrowth issues.  A “round robin” letter had been sent to residents requesting attention be given to overgrowth and the necessity of keeping the ditch cleared.  It was agreed to send an annual polite reminder to residents in March.  Clerk
• Coffin Way:  a watching brief is being kept regarding the footpath to Blewbury.  The planting of a hedgerow across Coffin Way was mooted.  The RHS is offering trees as part of a National campaign to plant more trees.  Mr Norman will speak to Mr Maytham about this.  SN

(ii) Young Parishioners:

• New Playground:  clerk to contact Oxfordshire Playing Fields Assn to seek advice on health and safety notices.  It was agreed that the present sign be anchored down.  Clerk to write on behalf of the PC to Mike Hodges for handcrafting the sign.  CL

ROSPA to be contacted for a quote for the annual maintenance of the new playground. CL

Kompan Warranty:  Mr Dickens and Dr Lott to examine the information received from Kompan in order to fully understand the implications of the warranty. RL/JD

Use of old playground – a note will be inserted in Upton News seeking parishoners views on how the original playground might be used.

(iii) Village Hall: Caravan Meet requested for Easter 2013: a number of issues were raised.  After discussion the Chairman said that the Rally needed to be managed.  Clerk was asked to contact Mrs West with the request that a meeting be held between a Parish Councillor and the Caravan organisers.  Dr Lott will draw a map defining the area in which the caravans are to be parked. RL

Access to the playground should not impeded thus preventing village children from using the facility over the Easter holiday.

(iv)  Communications:  Mr Shaw reported that issues relating to the website had been addressed.  Mr Shaw will continue to liaise with Mrs Sayers on items for Upton News.  BJS

(v) Volunteer Group: working party required to tidy tractor shed – ongoing  RL/SF/MT

(vi) N.A.G.  Mrs Shelley reported that there is a decrease in PCSO patrols, due to the responsibility of patrolling Milton Park.

(vii) UKAEA Stakeholders Committee – nothing to report

(viii) Parish Transport Rep – no report

11.  Finance:

(a)  Adoption of audited accounts:  Mr Shaw proposed the accounts be adopted, seconded by Mr Dickens, all in favour.

(b) Invoices for payment:

(i)  Clerk’s salary:  Gross £321, less PAYE £64.20 = £256.80

(ii) Kompan – balance on Playground – £12,862.66 – as a goodwill gesture it was agreed to pay £6k subject to Kompan giving a firm date for the installation of the outstanding items.  Clerk to  contact Mrs Caffyn. CL

(iii) M Brown – fuel for mower £65.23

(iv) Kalehurst – mower repairs and service £444.60

(v) ROSPA – inspection of old playground £86.40

(vi) BDO audit fee £162

With the exception of item 11 b(ii) the invoices were agreed for payment.

(c) Receipts since last meeting:

(i) Bank interest July 40p, August 48p

(ii) HMRC repayment of VAT £33.93

(iii) 2^nd Half Precept £3625 (to be received 4^th October)

The above receipts were noted.  The August repayment of VAT (£9987.11) is in the pipeline.

12.  Correspondence:

The following items of correspondence were noted:

• Audit Commission – confirming BDO’s appointment as auditor for 5 years from 2012/2013
• Affordable housing conference 26^th September – Mr Fraser to attend
• Neighbourhood Planning Support – information fromORCC

13.       Next Meeting Date: Wednesday 7^th November 2012

Clare Lightfoot, Clerk
Tel:  01235 850486
24^th  September 2012

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

Present: Dr R Lott (acting Chairman), Mr S Fraser, Mr S Norman, Mrs L Shaw, Mr B Shaw,
Mrs C Lightfoot (clerk)
Part time:  Mr J Dickens, Mr B Arnold, Mrs B Arnold, Mrs C Brown, Mr S Lilly

1. Apologies – Mr Dickens apologised for his late arrival

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 meeting on 20th May 2012 and extraordinary meetings held on 18th June 2012, having been circulated, were agreed to be a true record and signed by the Chairman.

4. Matters arising:
Parish Council Meeting on 20th May
(i) Caravan on Lynch Way:  the landowner, Mr Lay, has been advised by the Clerk that it is his responsibility to take action to remove the caravan.
(ii) Air Ambulance Recycling Box:  there was a mixed response following the note in Upton News.  It was agreed that a bin is not warranted in Upton since it would diminish future fundraising through jumble sales and there is an alternative bin locally (ie the Cockcroft, Didcot).
(iii) Aims & Objectives: this matter is ongoing.  JD

Matters arising from Extraordinary Parish Meeting on 18th June.
(i) Advertisement for clerk’s post: the clerk to circulate the draft job description to councillors for approval.  It will then be posted on the web.  It was suggested that the clerk keeps a note of how much time the task takes over a 2 month period.    CL
(ii) Uptonogood – proposal to purchase a Gazebo:  Mr Fraser had investigated sizes and prices of a gazebos suitable for village functions.  As an example he quoted a 4m x 12 m Gala Tent at £615. After discussion it was agreed to hold off purchasing this until payment had been made for the Playground.

5. PCSO’s report: no report received

6. County Councillor’s Report
Mr Lilly’s report covered:
Transport: he referred to improvements to both Didcot and Oxford railway stations, and the impending  electrification of the railways due to start in 3-4 years’ time.  500 extra spaces will be provided at the  Thornhill Park and Ride in Oxford
Education: contrary to the reporting that all Oxfordshire schools will become academies, he said that  support will be available for schools wishing to go down this route, but schools can make their own  decision.
Police & Fire Service:  he said that the Oxfordshire and Berkshire Fire Service will be combining and  operating from one high tech control room.
He referred to the ongoing major police “Operation Bullfinch” relating to child protection.
Stewardship Fund: Mr Lilly said his stewardship fund for enhance highways had already been allocated.  Mrs Shaw asked if a “30 MPH” flashing sign could be installed at the entrance to Upton from Harwell. Mr Lilly assured the Council that we would be on the list for 2013.  It was agreed that the 50 MPH  sign close to approach to the village from Harwell should be removed.    SL
In 2013 the stewardship fund is to be replaced by the “Big Society Fund”.
He noted that with the reduction in number of councillors, Upton will become part of Harwell and Hendred  Division.

7. District Councillor’s Report: no report received

8. Villagers’ Forum: no discussion took place

9. Planning
(i) P12/V1392HH – Chery Tree Cottage, application to replace garden room.  The plans having been previously circulated were discussed.  The council had no strong views.  The clerk to advise the Vale planners accordingly.  CL

(ii) P12/V1482/O – Maslina, Reading Road.  Outline application for 3 properties.
Dr Lott set aside standing orders to allow parishioners to give their views.  The meeting    reconvened.  The plans having been previously circulated were discussed.  The plans in    front of the Council were very similar to those previously submitted but subsequently withdrawn.  It was noted that the roof heights were the same as the adjoining property, Number 1, Chilton Road.  The PC queried whether 3 separate entrances would act as a calming measure on the A417, Mr Lilly had stated that Highways have suggested one access. After discussion the Parish Council were in favour of fully supporting the application,  with the comment that the roofing material be in sympathy with the AONB, and consideration be given to siting the properties in order to afford privacy to Kameki, Chilton Road. Clerk to advise the Vale planners accordingly.   CL

(iii) Ground work on land at Wattle Cottage:  parishioners reported that work had started on permanent buildings despite no planning permission being granted. The Vale’s Enforcement Officer advises that notice would be given for the work to cease forthwith.

Mr Dickens arrived at this point and took the chair.

10. Reports from Councillors on areas of responsibility:
(i) Roads and Footpaths

Pedestrian crossing on A417: following a parishioner raising the issue of a possible pedestrian crossing on the A417, the Chairman had requested that this parishioner supply data to support this.  In discussion it was agreed that Mr Norman will open a dialogue with Highways on traffic calming measures   SN
BOAT 389/14 (Pound Lane)  – following complaints from residents on flooding, Mr Dickens had forwarded photographs to Highways with a letter of complaint.  No response had been received.

(ii) Young Parishioners:

New Playground: the playground is to be inspected on 24th July.  Mr Fraser will represent the PC.
He noted that there some concerns about the safety of the see-saw.
Official Opening: the official opening is to take place on 1st September, immediately preceding the  Fete.  A representative of the Parish Council is required to be present in Mr Dickens absence. A children’s competition is to be held in advance of the opening, with a book token as a prize. A “forestry” type sign will be unveiled.  Mr Fraser was thanked for the work which he had  undertaken in relation to moving the goal posts and relocation of the ballwall. Playground Insurance: clerk to check the position on liability insurance.  (Clerk’s note this is fully  covered within our existing policy, as is the equipment).

Use of old playground: the Chairman suggested that the old playground be kept as a play area for under 5s.  It was agreed to canvas views in the village.

(iii) Village Hall:  Mr Maytham has been offered 5 trestle tables for village use.  It was agreed that these be accepted.  Mrs Shaw will advise Mr Maytham that they can be stored in the garage.  LS

(iv) Communications:  Mr Shaw had been advised by our MP, EdVaizey, that he has been unsuccessful in getting his “newsletter” published in Upton. Mr Shaw will undertake to pass future communications to the editor of Upton News will post them to the web.   BS

(iv) Volunteer Group: proposal for purchase of strimmer:  Mr Fraser reported that he had investigated a suitable machine to be used for strimming the humps and cutting hedgerows.  He recommends a STIHL, low-end professional model, at a total cost of ~£800.  It was agreed to put this on the backburner until the Playground accounts has been settled.
A working party to be arranged to tidy the garage and put up storage racks.  RL/SF

(vi) N.A.G.: it was noted that the next Have Your Say will be on 4th August at 3.00 p.m. in the Hall

(vii) UKAEA Stakeholders Committee: Dr Whitmell continues to keep a watching brief and informs   the Parish Council on activities pertinent to Upton.

(viii) Parish Transport Rep: Mrs West had attended a meeting on 2nd July.  No report to hand.

11. Finance:
(a) Invoices for payment:
(i) Clerk’s salary:  Gross £321, less PAYE £80.25 = £240.75*
(ii) HMRC payment of PAYE £160.50*
(iii) Public Works Loan repayment (direct debit) £412.91
(iv) Invoice for New Playground – this has not yet been received.
(v) Broker Network (PC Insurance) £292.56**
(vi) M Brown – fuel for mower, parts for mower & goal repairs  £181.81**

*cheques not issued pending clarification of clerk’s PAYE deduction.
**cheques issued since last meeting

(b) Receipts since last meeting:
(i) Bank interest May 45p, June 49p
(ii) Public donation towards Jubilee mugs £88
(iii) Donation received from Tam Hawkins towards bike jumps £78.33*

*Clerk to acknowledge receipt of this donation.       CL

12. Code of Conduct

The Chairman proposed that:
1. the code of conduct adopted by Vale of White Horse District Council be adopted as the code for members and co-opted members of the Upton Parish Council with immediate effect, to replace the current code of conduct; and
2. the clerk be requested to notify the monitoring officer of Vale of White Horse District Council of the passing of the above resolution”         CL
Mrs Shaw seconded this motion and all were in favour.
Register of Interests: councillors to complete these forms and return to the clerk by 28th July.  ALL

13. Correspondence
(i) Training Course “Roles and Responsibilities” of councillors – 5th September.
Mr Fraser and Mr Shaw expressed an interest in attending this course.  Members to confirm if they wish to  attend.            ALL

14. Next Meeting  is scheduled for  September 18th 2012

Clare Lightfoot, Clerk
Tel:  01235 850486
26TH  July  2012