Minutes of Meeting 22nd May 2012


Minutes of meeting of Upton Parish Council in the Village Hall on
Tuesday 22nd May 2012 at 8.00 pm

PRESENT:  Mr J Dickens (Chairman), Dr R Lott, Mr S Norman, Mr B Shaw, Mrs C Lightfoot (Clerk)
Part time: Ms J Shelley (District Councillor), Mr A Caffyn, Mr K Dijksman, Mr & Mrs B Arnold

1.   Apologies received from Mr Fraser and Mrs 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. Minutes of meeting on 20th March and extraordinary meetings held on 3rd April, 16th April and 1st May, and Annual Parish Meeting on 16th April, having been previously circulated were agreed to be a true record and signed by the Chairman

4. Matters arising:
    Parish Council Meeting on 20th March:
(i) Queen’s Diamond Jubilee: Mr Shaw reported that invitations to the Bring and Share BBQ had
  been delivered to each household.

Annual Parish Meeting on 16th April
(i) Additional dog bin: the PC did not reach agreement on the need for this.  This might be a question for the Parish Plan.

(ii) Cycle track to Blewbury:  Mr Norman  to write to Mr Sumner (OCC) to thank him for     SN
the improvements which have recently been made to the steps mid-way across Coffin Way.
  A watching brief to be kept on continuing improvement to Coffin Way.

(iii) Revisiting parish plan:  The Parish Council fully endorsed revisiting the Parish Plan as an Aim and Objective.
5. PCSO’s report – no report received

6. Villagers’ Forum
(i) Mr Dijksman (representing Mr & Mrs Arnold) spoke about concerns relating to apparent inconsistencies within the Vale’s Planning Department decision making process which in his opinion occurred with the Maslina planning application and  subsequent developments in that area.   Mr Dijksman informed the PC that it was intended to submit  a new planning application  to VOWH shortly this was likely to contain the option of affordable homes or some smaller dwellings on the plot.

7. County Councillor’s Report – no report received

8. District Councillor’s Report – Ms Shelley referred to a number of Press Releases which had been  issued by the Vale.   That which had most impact being the Interim Housing Supply Policy, see item 9(iv).

9. Planning:
(i) Planning Application P12/V0952 Revision A  – Littlecote High Street.  Erection of single & 2    storey extensions.  Erection of garage and carport with home office/gym over.
  The plans, having been previously circulated, were discussed.  The PC agreed to respond
  “No Strong Views”.  Clerk to advise the Vale.     Clerk


(ii) Planning Application P12/V1034 – Cornerways, Church Street.  Installation of pair of wrought    iron gates with a wall either side.  The plans, having been previously circulated, were discussed.      The PC agreed to respond “No Strong Views”.  Clerk to advise the Vale.  Clerk

(iv) Planning Application P12/ V0759 – Alden Farm.  Conversion of milking parlour to accommodation.  It was noted that permission had been granted.

(v)  Interim Housing Supply Policy:  The Vale issued a press release on 11th May 2012
stating that changes in planning law introduced by the Government’s National Planning Policy Framework (NPPF) mean that IHSP proposals shall not now be adopted as a formal policy of council  as the Core Policy for VOWH under NPPF will be in place prior to IHSP
IHSP sites submitted will be examined and pre-application advice given, any proposals shall proceed as per normal planning applications.

10. Reports from Councillors on areas of responsibility:
(i) Roads and Footpaths: it was noted that OCC has agreed to UPC continuing to cut footpaths.
(ii) Young Parishioners: 
Playground:  the Chairman reported that the release of WREN’s grant is in sight and is awaiting   their Board’s approval.  It is hoped to start work on 18th June.  Dr Lott said that Sure Tracks  will shape and resurface the cycle humps.  Dr Lott to liaise with the Working Group to   coordinate the work.         RL
(iii) Village Hall:  it was noted that the Caravan Rally had been postponed due to inclement weather.
(iv) Communications:  The Chairman proposed that the clerk forward planning information to the
Editor of Upton News for inclusion each month.
(v) Volunteer Group: the Chairman said that a robust strimmer would be a useful piece of equipment. Dr Lott proposed the purchase of a hedge trimmer.
  Mr Fraser to be asked to investigate and bring a proposal to the next meeting.  SF
(vi) N.A.G. – nothing to report
(vii) UKAEA Stakeholders Committee:  Dr Whitmell had circulated a note stating there had been  nothing of direct, significant interest to Upton at the March meeting.  The next meeting will be  held on 5th July.
(viii) Parish Transport Rep: nothing to report
11. Finance:
(i) Adoption of accounts.  The Clerk circulated copies of the accounts.  It was proposed that these be adopted by Dr Lott and seconded by Mr Shaw, and unanimously agreed. 

(ii) Ratification of Annual Governance Statement: a copy of the Annual Governance Statement was distributed.   It was proposed that this be certified as correct, proposed by Dr Lott, seconded by
Mr  Shaw.
The clerk thanked Mr Norman for his help with preparing the accounts and Mr S. Powell for  carrying out the internal audit.

(iii) Invoices for payment since last meeting
a) Clerk’s salary:  Gross £321, less PAYE £80.25 = £240.75
b) Sundry purchases: APM refreshments, recreation ground lock & chain, stationery: £57.55
c)   Oxfordshire Playing Fields subscription: £35
d)  John Owen of Exeter – Jubilee mugs*: £346.20 (including VAT)
e)  OALC*
The above items were agreed for payment.    *chqs sent since last meeting
(iv) Receipts since last meeting:  HMRC repayment of VAT: March £4.07, April £22.18
A donation of £100 has been received from Chilton Waste towards the Jubilee mugs.

(vi) Bank interest March .34p, April 37p,
Receipts were noted.


12. Documentation 2012-2013

(i) Aims & Obectives:  The Chairman agreed to present this at the July meeting.
(ii) Asset Register:  Mr Norman had reworked the Asset Register (copy filed with these minutes).
This document is required as part of the Audit of accounts.

13. Correspondence:

(i) Air Ambulance recycling box:  the PC had concerns about the size of this container and was not unanimously in favour of this being installed.

(ii) Burial of ashes in recreation ground and memorial plaque: the PC agreed in principle to the strewing of the late Mrs Sidney Hardwick’s ashes around the trees on the right hand side of the car park.  It was agreed that the request for a memorial plaque on the ground could create difficulties with mowing.  The family to be asked to consider putting a plaque on one of the trees or to provide a bench to which a plaque could be affixed.

(ii) It was noted that acknowledgments had been received from Air Ambulance, Vale & South Carers,   Oxfordshire MS Therapy, Chilton Pre-School, Home Starters & Oxfordshire Assn     for the Blind, following our donations.
14. Meeting Dates: clerk to circulate a list of proposed meeting dates for 2012-2013.
The next meeting will be held on Tuesday 17th July at 8.00 p.m.

Clare Lightfoot, Clerk
Tel:  01235 850486
29th  May 2012