Minutes of Meeting 25th November 2009


Minutes of

Meeting of Upton Parish Council held on Wednesday, 25TH November 2009 at 8.00 pm

in the Methodist Church

Present: Mr J Dickens (Chairman), Mr M Brown, Mr S Norman, Mr B Simpson, Mr G Summers,

Mrs C Lightfoot (Clerk), Mr S Lilley (part time), Mr R Farrell (part-time), PCSOs Clarke & Kirby (part time)

1. Apologies received from Mr D Mason & Mrs T Seelig

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 of Upton Parish Council held on 23rd September and Extraordinary Meetings held on 16th October and 16th November 2009, having been previously circulated were agreed to be a true record and signed by the Chairman.

4. Matters Arising

Regularisation of Land Ownership – see item 9.

5. PCSO’s Report

PCSO Kirby reported that an elderly lady in the area had been receiving nuisance phone calls, he also warned about bogus callers. The SID machine is being used when weather conditions permit.

6. County Councillor’s Report

In his report Mr Lilley (bus champion for Oxfordshire) said that the Route 95 bus timetable will be affected by the closure of the bridge between North and South Moreton. He will let us have an amended timetable to be displayed at the bus shelter in due course. He said that subsidies will be revisited next year. He is particularly concerned about rural bus services. Mr Summers will publish a note in Upton News about the change of bus times. GS

He told the meeting that the first phase of the Great Western Development is due to start in 2010, comprising 300 homes, of which 100 will be affordable homes, and the creation of a new retail area.

Mr Lilley circulated a flood map for Upton produced by the Environment Agency.

7. District Councillor’s Report

Mr Farrell reported that SODC and the Vale were reviewing ways of achieving a more effective and efficient operation. Both councils were streamlining their Constitution and regularising terms and conditions of senior staff who now work for both councils. Councils are being recompensed by Government for the provision of bus passes, however the Vale loses out because our uptake is high.

Mr Farrell will pursue the case of the untidy property which has been drawn to the Council’s attention. RF

8. Villagers’ Forum – no discussion

9. Village Hall: Mr Brown said that the building was progressing in line with expectations. He stated that he may need help in removing items from the hall on Saturday morning, 28th November. Mr Simpson reported that an invoice for the 1st Interim Payment, amounting to £30,590 (including VAT) was due at the end of November. As TOE had been slow in processing money to meet this requirement, UVHAT are making an interest free loan of £21,000 to the Parish Council.

Regularisation of Land ownership: Mr. Summers reported that UVHAT had asked the Parish Council to reconsider the original proposal for UVHAT to acquire the portion of land currently owned by the Parish Council.  UVHAT’s request is due to recent legislation imposing, where land is owned by a Trust, registration of land plus payment of a value based Land Registry fee each time there is a new Trustee. It would be preferable for the Parish Council to own the whole village hall & play area site by acquiring the portion currently owned by UVHAT.

Mr. Summers proposed that UVHAT be asked to arrange to legally transfer, through their solicitors, their parcel of land on the site to the Parish Council, at a suggested peppercorn consideration of £1, with any deemed requirement for a peppercorn ground rent payable by UVHAT to also be looked into.  This was seconded by Mr. Dickens and all were in favour. GS

10. Planning

Fieldside Cottage: Mr Farrell agreed to investigate the position regarding the wall on the corner of Fieldside RJF

Beeching Close: nothing further to report.

11. Reports from Councillors on areas of responsibility

i) Roads and Footpaths

Footpath to Blewbury: Mr Norman reported that Blewbury Parish Council had written that they would be happy to participate in a joint approach to making some improvement in Coffin Way, subject to this not involving a substantial investment of time and money. Mr Dickens volunteered to join Mr Norman in the meeting to be arranged with Mr M Sumner, the OCC Footpaths Officer, and representatives of Blewbury PC. SN/JD

Cutting of Footpaths: Mr Norman reported that OCC’s latest correspondence indicated that the issue of cutting Upton’s footpaths was “being looked at”. Mr Norman will enquire on what timescale we might expect a response. SN

ii) Amenities including Recreation Ground

Mr Brown reported that the ground had been too wet for any work to take place on constructing the cycle trail

(Clerk’s note: a letter of thanks has been sent to all those involved with grass cutting the recreation ground this year.)

iii) Young Parishioners including Play Area – no report

iv) Communications – nothing to report

v) Volunteer Group

Work completed: Mr Brown reported that the Chapel Furlong dog bin was now back in situ.

Work planned: clearing Post Office Lane – this will be carried out in the near future.

It was noted that there will be a number of tasks to be undertaken on fences and footways once the village hall nears completion.

vi) N.A.G. The clerk said that Mrs Davies has forwarded the completed questionnaires to the Vale and we expect to receive feedback in January.

vii) UKAEA Local Liaison Committee – Mr Brown will attend the December meeting.

viii) Parish Transport Rep – Mr Summers spoke about the Local Transport Plan 3 for period 2011 – 2030. The current phase of the consultation ends on 18 December. Details of the process can be viewed online at www.oxfordshire.gov.uk/ltpconsultation. Through Upton News Mr Summers will request villagers views be fed back to him for coordination. GS

It was noted that the bus timetable cover is cracked. Mr Summers will enquire who has the responsibility of providing a replacement. GS

ix) Energy Saving Initiative – no progress

x) Community Responders – Mr Brown said that there are 4 pairs of responders who are able to cover most of the time. Upton’s responders have produced a briefing note for local village newsletters.

A response has been received from Chilton from someone wishing to join. It is hoped to be able to help set up groups in other villages.

12. Finance

i) Annual Return: BDO’s audit opinion has been received. Mr Dickens proposed that the Annual Return be approved and accepted by the Council. This was seconded by Mr Norman. All were in favour.

BDO drew attention to the level of Fidelity Guarantee cover which appeared to be inadequate. It was noted that the Parish Council now insures with AVIVA and the cover is £100,000. No action required.

ii) Payments since last meeting

Donation to S. Central League of Friends Ambulance Trust – £250

M Brown (replacement parts for goal post) – £17.07

BDO Audit fee – £166.75

Clerk’s Salary – £311.80

1st Interim Payment to ABS – £26,600 + VAT

The above payments were agreed.

iii) Receipts since last meeting: bank interest September 65p, October 64p

Precept – 2nd half year payment – £3625.00

Repayment of VAT – £55.43

Loan from UVHAT – £21,000

The above receipts were noted.

13. Nomination for VWH Chairman’s Awards Lunch

There were 4 nominations for the Chairman’s Awards Lunch. Clerk to complete the necessary forms. CL

14. Correspondence recently received

i) Invitation to Vale Planning Meeting – 18 November

ii) Vale Consultation exercise: Planning Services

iii) Health News Issue 3 2009

iv) CPRE Newsletter Autumn 2009

v) Appeals from CAB, Oxfordshire Association for the Blind,

vi) Oxfordshire CC Fire & Rescue Service. Oxfordshire’s Fire Authority Risk Management Consultation Plan. See www.oxfordshire.gov.uk/irmp, under fire-related pages, response to be made on line by 31st January 2010.

The above mentioned correspondence is in circulation.

15. Date of next meeting: The next meeting is to be held on Wednesday 27th January 2010.

The meeting closed at 10.20 p.m.

Clare Lightfoot, Clerk

Tel: 01235 850486

26th November 2009