Minutes of Meeting 29th November 2018

Minutes of the Upton Parish Council meeting held at 7pm on Thursday 29th November 2018.

In attendance:- Stuart Fraser (SCF/Chair), Liz Cooper (EC/Clerk), Stuart Norman (SN/Vice Chair), Jo Fidgen (JF), Brendan Heneghan (BH), Ian Sykes (IS), Cllr Reg Waite, Cllr Mike Fox-Davies

  1. Apologies for absence.

Karen Marshall, Janet Shelley

  1. Declarations of interest

No declarations were made.

  1. To receive reports from District & County Councillors
  2. Waite – see report attached below

M Fox-Davies – see report attached below. MFD to forward information regarding the Councillor Priority Fund to the Clerk (note received 30.11.18).

  1. To receive a report from the PCSO

No report received.

  1. To approve the minutes of the following meetings:-

UPC   17.09.18 – Minutes approved

UPCX 31.10.18 – Minutes approved

  1. To go through any Matters Arising and Actions from previous minutes above

SN updated the PC on his work on a risk assessment of lighting fires on land belonging to the Parish Council. SN will give a further update at the next full meeting.

  1. To hear representations from the public

Mike Brown attended prior to the meeting to hand over donations to the PC totalling £75 in cheques.  The Parish Council thanked Mike Brown for the donation. 

  1. To hear Clerk’s Financial Report & Approve Expenditure

8.1 The updated payments and receipt to 26.11.18 were circulated in advance.

8.2 Expenses & Invoices (to be paid)

–      Clerk expenses for the period 18.09.18 to 29.11.18 Total £63.95 – approved.

  • Grounds upkeep expenses £37.16 – approved.

8.3 Expenses & Invoices (paid, to be ratified)

–      Defibrillator cabinet £834 inc VAT – ratified

–      Microsoft Office £3.80 x 3 paid by SO (September, October, November) – ratified

–     HMRC PAYE April-September 2018 £256.58 paid in November – ratified

– Monthly SO set up £41.20 from November- ratified

  1. To discuss & agree UPC Budget for 2019/2020 (circulated 16.10.18)

SCF requested changes to the reserve element of the budget. Otherwise the budget was agreed in principle by those present. Also suggested budget meeting between SCF, SN & Clerk. Clerk to arrange. ACTION Clerk

  1. To agree the updated Standing Orders for UPC (circulated 10.8.18)

SCF had further amendments to the SOs and would email these to the Clerk. ACTION SCF

  1. To agree UPC Planning Application Procedures (circulated 08.10.18)

       SCF suggested amendments to the above & would email these to the Clerk. ACTION SCF

  1. To agree timing of AGM & APM meetings in 2019 (email 24.9.18 refers)

It was agreed to keep the meetings on the dates currently arranged and confirm

nearer the time. (AGM 18th May, APM 12th April 2019)

  1. To discuss the following items:-

       13.1 Cranford School advertising in Upton

The council agreed that the advertising should be removed. SCF confirmed 3.12.18

that advertising had been removed.

       13.2 Web site update training

SCF to arrange a time with Brian Rippon for this training, to be attended by the

Clerk and IS, preferably in the evening after 6.30pm. ACTION SCF

13.3 High Sheriff Awards

For information only. Already forwarded to M Brown for information.

13.4 Bus changes through village

For information only.

13.5 White line road markings through the village (particularly junction of High

Street & Church  Street). SCF reported that he had met with 3 residents of High

Street and Mark Francis from County Council Highways.  It was agreed for road

markings at the junction of High Street and Church Street to be re-laid as a matter

of priority  with a view to the road markings in the rest of the village being re-laid

in the next financial year.

13.6 Dog bin in Church Street

SCF reported that after discussions with the District Waste Team a dog bin with

weekly collection will be installed in Church Street with no charges to the Parish

Council. The installation will happen in the New Year.

13.7 Stream Road drainage

SCF  was pleased to report that work will go ahead, hopefully before Christmas, to

improve the drainage at the top part of Stream Road.  A new pipe will be laid to

connect the existing pipe outlet to the culvert running under Stream Road.  The

water has currently been running as a small stream in wet conditions in the dip by

the side of Stream Road.  The works should greatly reduce the risk of flooding to

properties on the lower side of Stream Road near the junction of Orchard Close.

13.8 SSE Pole Installation

The Wayleave consent form was signed by SCF. Clerk to send to SSE. ACTION Clerk

  1. To hear an update on the Recreation Ground Activity:-

14.1 Inspection Rota – KM carried forward.

14.2 RoSPA report action following findings (circulated 6.8.18)

The council discussed the most pressing requirements of play area equipment. It was agreed to apply for Councillor Priority Fund this year and next year to help fund repairs and replacement equipment. MF-D to send forms to Clerk. Clerk to send forms to PC. ACTION Clerk

  1. AOB

SCF confirmed that he had the defibrillator unit and cabinet & would liaise with the electrician regarding installation.   The Parish Council would like to thank Lime Walk Gospel Hall Trust for their very generous donation of the defibrillator unit.


JF said she would take over the PC update of Upton News from January 2019.

The meeting closed at 9.10pm.   

Date of next meeting:-

Regular Council Meeting, Monday 14th January 2019 at 7.00pm in the village hall meeting room.





Earlier this year OCC put an extra £10m into fixing the roads – effectively doubling the amount of money invested in repairs – and crews are out and about every day in all types of weather doing the job. Their work has already resulted in £1.6m worth of surface dressing with around 33km of roads being surfaced. Work is also under way on a £700,000 programme of surfacing sealing projects around the county. As well as the extra cash which is going into some larger projects, the county council has also increased the amount of relatively small-scale work it does to put right local roads that are suffering from potholes, cracks and worn out tarmac. The number of completed defect repairs between January and September this year is 35,127.


OCC is committed to keeping the network of major roads free from ice to minimise the risk of accidents and ensure the smooth flow of traffic. Precautionary salting (sometimes called ‘gritting’) helps achieve this aim. OCC usually salts between 2 November and 5 April. Live updates can be found here: https://www.oxfordshire.gov.uk/residents/roads-and-transport/street-maintenance-z/salting-and-snow-clearance Details about how community groups can request salt bins can be found here: https://www.oxfordshire.gov.uk/residents/roads-and-transport/street-maintenance-z/salt-and-grit-bins


Plans to completely overhaul the county council were given the go-ahead by the county council’s Cabinet on 16 October. They agreed a major investment in digital technology to improve customer service and reduce council running costs. The redesigned council will enable residents to report faults or book appointments online, freeing up staff time to help to service users who cannot go online or have complex care needs. Staff will be given the tools they need to do a better job and spend more time on delivering services to residents. Outdated ICT systems make it hard to join up services and will be replaced, with admin tasks automated to save money and make the council run more smoothly. The changes will support the county council’s long-term vision of ‘thriving communities for everyone in Oxfordshire’. The redesign is also needed to secure the council’s long-term financial stability as demand for services continues to rise – particularly for children and adult social care.


Rogue traders and aggressive doorstep sellers were targeted during October by OCC Trading Standards as part of ongoing work to protect residents and business people. Working in collaboration with Thames Valley Police, Operation Rogue Trader aims to stop rogue business practices and raise awareness of the dangers linked to hiring cold-callers. Fourteen Trading Standards staff and around 30 police travelled around the county when 67 traders were approached and checked; ten warning letters were issued; five waste offenders were fined by district councils; and an overloaded vehicle was investigated along with seven doorstep crime offences and two police offences. In Henley four traders were checked; three warning letters were issued to traders for not providing ‘cancellation rights’ to residents; and there were three offences for carrying waste without a licence. In Witney 11 traders were checked; and two warning letters issued to traders for not providing ‘cancellation rights’ to residents. Those who suspect someone of being a rogue trader, or find themselves accosted by uninvited doorstep sellers should contact the Citizens Advice Consumer Helpline on 03454 040506.


Hundreds of businesses and homes across Oxfordshire are set to benefit from faster internet connections, following the launch of the UK Government’s nationwide Gigabit Broadband Voucher Scheme (GBVS). The £67m investment is in addition to the £200m allocated to the Local Full Fibre Networks (LFFN) programme, and will provide future-proof full fibre connections for businesses and the residential communities around them. It follows a successful pilot scheme launched in four areas around the country late last year, which has already seen nearly 1,000 vouchers used up to date. ThinkBroadband statistics show that 8% of homes and businesses in Oxfordshire already have a full fibre internet connection. Superfast broadband reaches almost 97% of premises, and even-quicker ultrafast broadband covers 51.3% of the county. The vouchers, worth up to £3,000 for a SME and £500 for a resident, provide a one-off contribution to subsidise the installation cost of gigabit-capable infrastructure. In addition to providing a boost to the 95% of the UK that can already get superfast speeds (24Mbps or faster), the vouchers could also help those not yet able to do so, helping to narrow the diminishing digital divide even further. The scheme launched at the end of March 2018 and will run until March 2021 or until all available funding has been allocated. For more information visit https://gigabitvoucher.culture.gov.uk/.


Flu season is coming and the army of front line carers across Oxfordshire are being urged to make having a free jab a key priority. More than 8,500 staff employed in residential care, nursing homes or with registered domiciliary care providers, who are directly involved in the care of vulnerable people, are entitled to a free flu jab. Keeping this valuable workforce fit and well is essential to easing winter pressures across the county’s health and social care system. Being immunised not only reduces the chances of carers themselves and their families becoming unwell, it also means that the health of the most vulnerable people in Oxfordshire’s communities is not compromised. The flu is not the same as getting a cold. It can seriously affect an individual’s health and the risks of developing complications are greater for people within the ‘at-risk’ groups – for example the over 65s and those with medical conditions like heart, lung and kidney diseases, diabetes, asthma and multiple sclerosis. Healthy individuals usually recover within two to seven days, but for some influenza can lead to a stay in hospital, permanent disability or even death. All workers across the NHS will get flu jabs – meaning the immunisation of the whole health and social care workforce will make the system more resilient. As well as workers in social care settings, anyone who receives a carers allowance, or is the main carer for an elderly or disabled person, is eligible for a free vaccination; all they have to do is present their ID badge to a pharmacist or GP surgery.

Upton Parish Council

District Council Notes for Parish Councillors on Thursday, 29th November 2018 from Cllr Janet Shelley & Cllr Reg Waite


Cllr Janet Shelley regrets she is unable to attend as she is summoned to another meeting and conveys her sincere apologies.

Planning Enforcement Investigations:

VE18/99The Gate House, Reading Road, Upton OX11 9HP

Reported:  20 February 2018

Alleged breach:  House not built in accordance with the approved plan for P16/1903/FUL unauthorised addition of balcony and access.

Case Officer:  Clare Merritt

6 week target date:  3 April 2018

Site visited:  26 February 2018 and 28 March 2018 and 17th May 2018

Enforcement notice served – awaiting response from Case Officer.

However, this has now been followed by an Appeal application reference P18/V1715/HH for installation of oak posts and glass balustrade over flat roof to form balcony to north elevation.  Reconfiguration of window opening to form door providing access to the balcony.  Date and venue of hearing will be advised in due course but within 8 weeks of the appeal start date.

This planning application P18/V1715/HH was received by the Vale on 5th July 2018.

Registered by the Vale on 14th September 2018.

Consultation – 16th July – 9th August 2018.

Target decision date – 10th September 2018

Decision – REFUSED on 10th September 2018 –

Decision letter addressed to Mr K Naylor on 10th September 2018.

Quote from decision letter  – “….planning permission is REFUSED for the carrying out of the development referred to above for the following reason(s):

1, By reason of the position and extent of the balcony proposed, the development would be intrusive and unneighbourly and be detrimental to the privacy and amenity of occupants of the neighbouring property, Upton Lodge Cottage, contrary to saved policy DC9 of the Vale of White Horse Local Plan 2011, emerging policy DP23 of the Vale of White Horse Local Plan 2031 Part 2 and design guide principal DG64 and relevant paragraphs of the NPPF.”

Modifications to Vale’s Local Plan Part Two:

Released on November 13, 2018

Vale of White Horse district councillors will be voting on a proposed response to the Planning Inspector relating to part two of the council’s Local Plan in the coming weeks.

Following on from the plan’s public hearing sessions in July and September, the Planning Inspector wrote to the council asking for confirmation as to their preferred approach to the proposed site allocation at Dalton Barracks.

The Inspector also made it clear that modifications would be needed to allow the plan to progress and that he would advise on these in due course. Modifications following examination are a normal part of the Local Plan making process.

In terms of Dalton Barracks, the original draft of the document proposed the allocation of a site of 1,200 homes at the military base near Abingdon

The base will be decommissioned by the MOD during the life of the Local Plan, which extends to 2031. The original plan also acknowledged that in the longer-term the site could accommodate up to 4,500 homes and so the Council suggested removing the whole site from the Green Belt to enable any future development in the longer-term.

The Inspector explained he felt there wasn’t currently sufficient evidence to remove the whole site from the Green Belt and outlined three options for proceeding. Vale of White Horse planning policy officers are recommending modifying the plan, so it only removes enough land for the 1,200 homes that are covered by the evidence provided as part of this plan.

The council’s Cabinet will vote on the recommendation on 16 November to make a recommendation to the full Council meeting on 19 November.

Cllr Roger Cox, Leader of the Vale of White Horse District Council, said: “The Cabinet and Council will be making a decision based on our officers’ recommendations. In due course, residents, businesses and other organisations will get a chance to comment on the modifications we make to the plan.”

Note for editors

Part one of the Vale’s Local Plan was adopted in December 2016.  It was submitted for independent examination in February 2018.  Part two deals with detailed policies, and also identifies additional sites to help the council meet its duty to support Oxford City Council with its unmet need for housing development.

Oxford to Cambridge Expressway:

As mentioned in last month’s notes detail on this may be found on the government website – please see the links below –




Planning application P18/V1826/RM for erection of Healthcare Site in Sir Frank Williams Drive, Harwell:

Consultation period on this planning application P18/V1826/RM expired on Friday, 9th November.

There are concerns relating to overdevelopment, insufficient parking, impact on street scene and un-neighbourliness relating to dumping of rubbish, which already exists in the area.

Money available for community events at Christmas and in the New Year:

Groups in the Vale looking to hold an event in the run up to Christmas (and beyond) are being encouraged to apply for grant funding from the district council.

The Vale has more than £6,000 available to support festivals and events organised by non-profit community organisations.

Grants of up to £1,000 per application are available – they can cover up to 75 per cent of the total costs of staging an event that is open to the local community with at least 100 people due to attend.

Enquiries can be made by visiting the Vale’s website – www.whitehorsedc.gov.uk/grants

South and Vale Business Awards:

Business owners, managers, leaders and entrepreneurs attended the launch of the business awards at Cornerstone on 31st October.

Nominations for the 8 categories will be accepted until midnight on 18th January 2019 or via www.vale4business.com/svba/  Once announced the finalists of each of eight categories will be invited to attend a fabulous awards ceremony at Williams F1 Conference Centre in March next year.

Call for review of ‘affordable housing’ definition:

Following a motion at the Vale’s Council meeting on Wednesday, 10th October, Cllr Roger Cox, Leader, has written to the Secretary of State for Housing Community and Local Government to request a review of the definition of ‘affordable housing’ and is strongly urging government to consider a more regional based approach to affordable housing which could reflect local circumstances and salaries.

Purple Tuesday – accessible shopping day:

Please help spread the word to local retailers over the coming months that Purple Tuesday took place today, Tuesday, 13 November.

This special day aims to encourage shops across the country to make shopping more inclusive and accessible for disabled customers.

You can find out more information about Purple Tuesday and let your local independent shops know, they can get some guidance on how to make their property more accessible by going to www.purpletuesday.org.uk

District Community Building, Great Western Park – planning application P17/V0845/RM

The District Community Centre is located within the Vale on GWP development opposite the Station Garden pub/pizza restaurant.

A ground-breaking ceremony marking the commencement of the construction of this centre has been arranged by Taylor Wimpey for 21st November at 2.00pm.

This centre will be 900 sq.m (much larger than the existing Northern Community Building in Didcot on GWP measuring 168 sq.m) will consist of foyer and community café/coffee bar, kitchen, reception, office, main hall, ancillary hall, large room, meeting room, 2 interview rooms, creche, creche secure outside space, stores, WCs, police office, plant rooms and parking.

Completion date is expected to be around September/October 2019.

A further Southern Community Building on GWP – planning application P18/S2086/RM – will be sited in East Hagbourne and planned completion is around June/July 2019.  This will be approximately 330 sq.m and comprise a hall, kitchen, 2 meeting rooms, WCs, stores, associated outdoor space and parking.

FREE swimming for a month for people with diabetes:

Residents of southern Oxfordshire (the Vale and South Oxfordshire) who have diabetes can sign up for a month’s FREE swimming thanks to  a special offer from the Vale and SODC.

This month’s offer is to coincide with World Diabetes on 14 November.

Would-be swimmers will need to register for the offer by emailing participation@@southandvale.gov.uk or by calling 01235 422219.  Once confirmation is received the month-long swim will commence from the date of the first swim.

The scheme is part of the district councils’ GO Active Get Healthy county-wide programme to support people with diabetes into physical activity.

Valley Park Development:

At very short notice, Taylor Wimpey organised a Public Exhibition for the first phase of this development of 4,254 homes on Thursday, 22nd November, from 4.00pm to 7.00pm at Taylor Wimpey’s former GWP sales office, Sir Frank Williams Avenue, Didcot OX11 6AB.  Cllr Reg Waite attended that one and raised a number of questions.

A further Public Exhibition is to be held on Tuesday, 4th December from 4.00pm to 7.00pm at the same venue. Please attend if possible because your views and comments are important.

If unable to attend, please visit www.taylorwimpey.co.uk/valley park

Renewable workshops:

Councillors, local town and parish councillors and neighbourhood planning groups were invited to the renewal energy workshop which took place on Wednesday, 21 November from 1pm – 4pm in association with the Centre for Sustainable Energy.

The workshop included identifying potential energy resources, expressing support for specific forms of renewable energy, identifying suitable sites and promoting a more sustainable future.  We were unable to attend but understand it was beneficial to those who went along.  Was Upton PC represented – if so, your feedback would be welcomed.

Vale offices in Milton Park – Christmas closure:

Offices will be shut at the end of the day on Friday, 21st December and will not open again until Wednesday, 2nd January.

Free parking in December:

The Vale’s District Council-owned car parks are FREE on the following dates –

  • Abingdon – Saturdays from 1 December
  • Faringdon – Saturdays from 1 December
  • Wantage – Fridays from 30 November

Car parking is also free at South Oxfordshire District Council-owned car parks in the run-up to Christmas, on the following days:

  • Didcot – Mondays from 3 December
  • Goring – Saturdays from 1 December
  • Henley – Tuesdays from 4 December
  • Thame – Saturdays from 1 December
  • Wallingford – Thursdays from 6 December

WARNING – Please note that the Rye Farm Commercial car park, Abingdon is closed until further notice.

JS & RWW 28 November 2018