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