Minutes of Extraordinary Metting 9th August 2016


Minutes of the Extraordinary Meeting of Upton Parish Council in Upton Village Hall Meeting Room, Tuesday 9th August 2016 at 8.00 pm

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

  1. Apologies for Absence: Ms K Marshall
  1. 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.

  1. Public Forum – None
  1. Planning Application:

            P16/V1903/FUL, for development work at the following location: The Gate House Reading Road Upton DIDCOT; Amendment to application reference P15/V1772/FUL.  The applicant’s architect had stated that a revised application had been made to reconcile the building under construction with the approved planning permission, which included removal of windows on the side of the house facing Upton Lodge.  The building in question was being constructed some 5 metres closer to the boundary than that for which permission had been granted, In almost the exact position of a previous application that had been rejected by the planning department.  The PC considered this was a gross abuse of the planning system and that the building should not be allowed to be completed in its present location.  It was also noticed that the current plans were inaccurate, as they did not show a recent extension to Upton Lodge, meaning the new building was even closer than previously thought.  After discussion, it was unanimously AGREED to object to the application for the following reasons:  the plans were incorrect and did not show the correct size of Upton Lodge in relation to the current build; the position of the new building is different from that shown on any of the plans, being some 5 metres further to the North and similar to the position that was originally refused permission; the building is extremely overbearing and will have a detrimental effect on Upton Lodge. The PC recommended strongly that the building be taken down and moved back to the originally approved location; closing off a few windows would not be sufficient to ameliorate the concern of the owner of Upton Lodge.  Clerk to advise the Vale.                                                                              Clerk           

            P16/V1916/O, for development work at the following location: Land of Upton Methodist Church Station Road Upton; Outline planning application, with all matters reserved except that of access, for the demolition of the existing Upton Methodist Church, and erection of 2 residential dwellings, with associated car parking, amenity space, and access; provision of Community War Memorial:  It was noted that the nearest neighbours had asked to see the plans out of concern for the position of the proposed houses and any effect it might have on them but found the plans acceptable. Dr Lott commented that he could not understand the reasons for moving the access from Station Road to Fieldside and considered the new location posed more of a risk than the existing one, which had worked perfectly well for over 50 years.  The architects West Waddy had reported that the Traffic Officer had claimed it was safer but his report did not appear to be with the plans. However, the PC considered that the information on page 24 of the Design and Access statement did not make a strong enough argument to demonstrate a need to change the entrance position.  Keeping the access as it was would not have any detrimental effect on the proposed houses.  After further discussion, it was unanimously AGREED to object to the access shown on the plans but the PC were in support of the remainder of the application; all the Councillors had lived in Upton for many years and were familiar with the topography of the roads and considered the existing access to be the safest option, requiring only a minor alteration to the existing fence.  Clerk to advise the Vale.                                                                          Clerk

  1. Replacement of goal posts on Recreation Ground – Having been previously discussed, and suggested in the new Parish Plan, it was unanimously AGREED that Dr Lott should go ahead and purchase a set of combined Football/Rugby posts on wheels and a smaller set of stainless steel goal posts to replace the existing dilapidated ones at an approximate cost of £2,500 plus delivery. This amount appeared in the budget as a reserve for the recreation ground and would be covered by a donation from Uptonogood?                          RL
  1. Amendment to Standing Orders at Lloyds Bank – the Clerk had noticed a duplication of the standing order for her salary for the past two months and had notified Lloyds Bank. Cancellation forms were completed and the Clerk instructed to take these to the bank with a letter of complaint about the error.  POST MEETING NOTE:  The bank had taken remedial action by cancelling the duplicate order and reimbursing the PC with the overpayment.                                                                                                   Clerk
  1. OALC Training courses – it was agreed that the new Clerk should undertake two training courses in September, Roles and Responsibilities for Clerks and Councillors, and a new course on Finance. Clerk to confirm booking.


Appendix A – Schedule of payments


OALC training courses (2, only one to pay) £78.00
TOTAL             £78.00



Angela Hoy, Clerk

Tel:  01235 851726

10 August 2016