Minutes of Extraordinary Meeting 2nd May 2018

Minutes of an extraordinary meeting of Upton Parish Council held on Wednesday 2nd May 2018 in the Upton village hall meeting room.

Present: Stuart Fraser (SCF/Chair), Liz Cooper (EC/Clerk), Karen Marshall (KM), Stuart Norman (SN), Graham de Wilde (GdeW) (joined the meeting for item 3) 

  1. Apologies for absence

Brendan Heneghan in advance.

  1. Declarations of interest


  1. To discuss the requests for use of the rec.

The PC discussed the applications for use of the village rec for events and agreed the


  • Car Boot sale 9th or 10th June
  • Upton Wine Club 30th June
  • Bike Night 10th July
  • Upton Fete 1st Sept.

The Caravan club’s request for October 2019 is to be referred to UVHAT for discussion.

It was noted that these may all be weather dependent and are all subject to the rec

ground rules.

  1. To discuss the upkeep of Upton Village rec and play areas.

GdeW had previously reported at the APM and via email the poor state of the rec in

general and requested the hire of a motor roller (last used 5 or 6 years ago) to even out

the ground. The council approved the hire at a cost of c£219.60. GdeW to ensure an

invoice is sent to the clerk’s email address to be paid directly.

The following suggestions were also made during the discussion of the upkeep of the


  • Consideration to be given to additional parking
  • Consideration to be given to purchase a smaller ride on mower with grass cutter
  • Not to cut the grass of the burial ground this year. Potential to use animals to keep grass short?
  • Create ‘wild grass/flower area’ to the rear of the village hall in the corner of the rec, which would reduce the amount of cutting. Wild flower seeds c£40 per bag?
  • Creation of ‘village alert’ system of calling for volunteers for grounds work at short notice (would require someone other than GdeW to organise).
  1. To consider the following planning application:-


Thistledome, Stream Road, Upton. Two storey side extension in place of conservatory, & front extension to create porch. Deadline 12noon on 9th May 2018.

The council voted ‘No Objections’ to this application.

  1. AOB

Note:- No decisions can be made under AOB. This is for information only or items for the next meeting.

SCF confirmed that the two new toddler swings were now in place.

SCF asked for the cost of insurance for the motor mower to be included in the next meeting (AGM).

SCF asked that the tree quotes previously received be reviewed in order for a decision to be made.

EC asked if the marquees were fit for hire due to reported issues from Brian Rippon as to their state of repair. SCF said that the next time they are in use, an examination of the repairs needed would be taken.

EC to contact Reg Waite re defib installation funding. 

The meeting closed at 8.20pm.

Date of next meeting:-

Annual General Meeting, Monday 14th May 2018, 7.30pm in the village hall meeting room.