Minutes of the Annual General Meeting 20th May 2014


Minutes of the Annual General Meeting of Upton Parish Council
Upton Village Hall, Tuesday 20th May 2014 at 8.00 pm

PRESENT: Dr R Lott, Mr S Fraser, Mr S Norman, Mr R Traynor (part), Cllr S Lilly (part), Mrs A Hoy (Clerk)

1. Election of Chairman: Having expressed his willingness to stand, it was proposed and seconded that Dr Robert Lott be re- elected as Chairman of Upton Parish Council, carried unanimously.

2. Apologies for Absence: Mrs L Shaw, PCSO M Clayden

3. Declarations of Interest
Members are asked to declare any personal interest and the nature of that interest which they may have in any items under consideration at this meeting. None recorded.

4. Election of Vice-Chairman: Having expressed his willingness to stand, it was proposed and seconded that Mr S Fraser be re- elected as Vice Chairman of Upton Parish Council, carried unanimously.

5. Acceptance of Office – Having been re-elected as Chair and Vice Chair, Dr Lott and Mr Fraser duly signed the Declaration of Acceptance of Office.

6. Adoption of minutes of meeting(s) on: 9th April, 7th May and the Annual Parish Meeting on 14th April having been previously circulated were agreed to be a true record and were signed by the Chairman.

7. Reports

a) County Councillor’s Report: Cllr Stewart Lilly apologised for his late arrival, having already attended two council meetings prior to UPC. He reported that OCC had received an official complaint about him from VWHDC regarding his criticism of the Vale’s Local Plan, about which he was unrepentant. He reported that population growth in Oxfordshire (according to the SHMA report) would rise from 630k to 900k by 2031; there were currently 4073 persons registered unemployed in the County. He also reported that according to a recent survey, Oxfordshire was the fifth top technical area on the world and could move up to fourth if the Science Vale progressed as planned; there was no indication how this conclusion had been drawn. However, there were still far too many children in care who had come from poor backgrounds. On schools, he had been advised that 93% of children were allocated their first choice of place. Cllr Lilly confirmed that the Chilton slip roads would be starting this year and the first roundabout would be installed in Harwell before Christmas. He also advised that a new road would be built near the old Didcot power station to siphon off commercial traffic. Cllr Lilly was well aware that there were concerns across his parishes about the increase of traffic on the A417 subsequent to the highways modifications, and particular concerns should be brought to the next meeting planned for August. The Chairman raised the matter of cycleways, and Cllr Lilly assured the meeting that cycling would have the highest priority during discussions and negotiations over road improvements. Cllr Lilly mentioned that there appeared to have been a diminution in use of the local bus service, which as it was subsidised, gave cause for concern. He suggested emphasising the ‘use it or lose it’ mantra. Cllr Lilly left the meeting.

b) District Councillor’s Report: No report received form Cllr Janet Shelley

c) PCSO’s report: PCSO Michael Clayden had sent his apologies for absence.

8. Public Forum: no members of the public were present

9. Matters arising:

Parish Council Meeting on 18th March:

a) Purchase of marquees and table tennis tables: the marquees had been purchased and were en route from the manufacturer. A cheque had been received from Uptonogood for the purchase of the concrete table tennis table so purchase could now go ahead. The Clerk agreed to write a letter of thanks to Mike Tibbetts of Uptonogood for their kind donation covering both the marquees and the table tennis table. Clerk

b) Pump track signage: this had been erected.

c) Replacement of self-propelled mower: Mr Fraser agreed to investigate the cost of a replacement. SF

d) Pump Track maintenance contract: Dr Lott reported that the maintenance work had been carried out at a cost of £350 + VAT, invoice awaited. A quote of £500 per year from Shoretrax to keep the equipment up to standard was accepted, which would involve quarterly visits. Uptonogood had previously agreed to pay for this contract, as long as the event continued to run.

Annual Parish Meeting on 14th April

a) Revisiting parish plan: Mr Traynor agreed to take the lead and form a team to start work on a new Parish Plan. It was agreed that the aim should be for publication in time for the next Annual Parish Meeting. RT

b) Co-option of Councillor: no response had been received to the posted vacancy for parish councillor; all councillors were requested to consider whether anyone they knew in the village might be willing to take on the role. ALL

10. Business to be transacted:

a) Ratification of Annual Governance Statement: the document was read out and after discussion was duly signed by the Chairman.
b) Aims and Objectives: adopted unanimously. Clerk to pass to Webmaster.
c) Standing Orders: adopted unanimously. Clerk to pass to Webmaster
d) Financial Regulations: these were reviewed and minor alterations made, after which they were unanimously adopted. Clerk to pass to Webmaster.
e) Risk Assessment; this had been recently reviewed and was adopted unanimously.
f) Asset Register: this had been recently reviewed and was adopted unanimously.
g) Clerks salary for FY 2014-15 : after discussion it was unanimously agreed to move the Clerk’s salary to Spinal Column Point 19, plus an additional 2 hours per month to reflect work pertaining to planning meetings. Treasurer to implement standing order changes.
h) Renewal of annual insurance with Came & Co: after discussion it was unanimously agreed to accept the offer of a 5% discount for a 3 year contract.
i) Adoption of accounts: the 2013-14 accounts, having been previously circulated, were adopted unanimously.
j) Payment terms offered by UVHAT for continued use of Village Hall for PC meetings: it was unanimously agreed to accept UVHAT’s offer of £10 per meeting. However to save potential VAT complications, it was also agreed not to take up the offer of netting fees against donations. Clerk was instructed to respond to the UVHAT letter and request quarterly invoices to run in-line with UPC’s financial year. Clerk
k) Car park lines repainted: It was agreed to take up an offer from Graham de Wilde to re-paint the car park lines. It was noted that the bench in the small playground also needed painting and should be attended to. RT
l) Membership renewal of OPFA: it was unanimously agreed to renew for another year.
m) Membership renewal of ORCC: it was unanimously agreed to renew for another year.
n) Location of Table Tennis Table: Mike Tibbetts had suggested six different locations. After due consideration of all the options and a brief site meeting it was unanimously agreed that the table should be placed in the general area of the grass humps but as far as possible from the nearest dwelling. It was agreed that additional screening should also be provided by means of appropriate planting.
o) Schedule of Payments: all payments agreed and cheques signed.

11. For noting:


  • MW.0187/12 (MW.0021/14) Approval of non-material amendment at Chilton Waste Transfer Station
  • P14/V0560/HH Winterset, Newmans Close – approval granted.


  • OCC has advised no funds to pay UPC to continue to cut footpaths.
  • Thames Valley Police, invitation to support Community Policing Awards competition (poster on notice board)
  • Acknowledgments received from, South and Vale Carers, Home Start & Oxfordshire Assn for the Blind, following UPC donations.
  • VoWHDC Notice of Community Governance Review draft proposals (deadline 31 May)

Receipts since last meeting

  • VOWH – precept £3,750 April;
  • £75
  • Bank interest March .34p, April 36p

Angela Hoy, Clerk
Tel: 01235 851726
29th May 2014

Appendix A – Schedule of payments

Description Amount
Mrs A Hoy (salary, April, May @ £128.56 net per month) BACS payment £257.12
HMRC PAYE (standing order) – 3 months £96.00
Dr R Lott – strimmer cord, fuel for mower, postcrete £35.35
Mr S Fraser – strimmer cord £14.95
Dancover A/S (electronic transfer already paid) £1241.10
The Broker Network (insurance policy renewal)   £558.37
OPFA subscription £40.00
ORCC subscription £30.00
TOTAL                    £2272.89