Attendees:- Cllrs B Shaw (Chair/BS), P McLaughlin (PM), D Beckles (DB), Miss E Cooper (Clerk/EC)
- Apologies for absence
Cllr B Heneghan was not present.
County Councillor M Fox-Davies & District Councillors S Medley apologised in advance.
- Declarations of interest in the items on the agenda
None declared.
- Approve the minutes of the following meetings & note any matters arising: –
UPC 21.05.20
UPCX 09.06.20
Council voted unanimously to accept both sets of minutes.
- Report from the County Councillor
Received in advance of the meeting and at Appendix A below.
- Report from the District Councillor
Received in advance of the meeting and at Appendix B below.
- Representations from the public
None present.
- Update on the community response to the Coronavirus & it’s impact on the village
No update was made available for the meeting.
The re-opening of play areas was covered later in the agenda.
- To report on outstanding actions carried forward from previous
meetings:-
No. | Action Points from this Meeting | When By | ||
1 | Clerk to action storage/recycling/destroying of UPC held physical documents at the earliest opportunity. | TBA | ||
2 | PM to issue draft ground plan of new toddler play area. | Actioned | ||
3 | Clerk to contact JR re historic documentation hall for village hall & progress on village ‘welcome pack’. | September meeting | ||
4 | Clerk to investigate potential costs of additional bins/black bags for collection of rubbish left on the rec. | Actioned | ||
5 | Clerk to provide details of contractors for new toddler play area grounds work.
BS to arrange site visits as appropriate. |
Actioned
Pre Sept meeting |
||
6 | BS to contact GDeW re ground work in old toddler play area. | ASAP | ||
7 | BS to speak to volunteer group for reinstatement of regular play area inspections. | ASAP | ||
No. | Action Points from May Meeting | When by | ||
3 | BS to start formulation of requirements for 5-year plan consultation | Actioned. | ||
No. | Action Points from March Meeting | When by | ||
2. | Clerk to look at adding Emergency Measures to the SOs. | Ongoing | ||
9. | BH to write para for Upton News for volunteers for Speedwatch.
BH to confirm if actioned ASAP. |
O/S | ||
No. | Action Points from previous meetings | When by | ||
1. | BH to speak to Bob Lott regarding the pump track resurfacing & costs. BH to confirm if actioned ASAP. | C’fwd from March | ||
2. | BH to contact Cllr H Gascoigne for an update on tree records held by the DC. BH to confirm if actioned ASAP | O/S | ||
- To ratify or agree the council’s response to the following planning applications:-
9.1 P19/V3305/HH Amendment no.2, Vale House, High Street Upton
Bat emergence & re-entry surveys 26.06.20. Email sent Planning 15.7.20 as no paperwork
details nor deadline received. In an email dated 23.7.20, Planning confirmed that no
response was required from Council to this application.
- Update on UPC Finances and Administration
10.1 Update on Lloyds bank account matters
Clerk had recently confirmed to council that Lloyds had accepted recent mandate & sent
out online banking instructions for new signatories. Lloyds had also confirmed a total of
£210 in compensation for their poor service over the past 12 months.
10.2 Other financial or administration updates
The clerk confirmed that CPF money had also been received in to the account on
8.7.20 of £1875. This fund is to help pay for ground work for the new toddler play area.
10.3 Agree the payments detailed in the table below.
Council unanimously agreed to all payments. BS proposed & council agreed that the
salary budget be increased by 10% with immediate effect, as pay agreements were still
pending.
Date |
Payee |
£ |
28.06.20, 28.07.20 | Clerk’s salary SO
[LGA1972 s112(2)] |
Not publicly disclosed |
23.07.20 | Clerk’s expenses [LGA1972 s112(2)] | £79.59 |
June, July | HMRC PAYE SO £44.80pm [LGA1972 s142] | £89.60 |
19.06.20, 19.07.20 | Microsoft Office365 June & July DD @£3.80pm
[LGA1972 s111 |
£7.60 |
30.06.20 | A Hamey – Garage doors fitting
[LGA1882 s8(1)(1)] |
£400.00 |
13.07.20 | Kalehurst full service [LGA1972 s137] | £179.00 |
TOTAL | £755.79 + Clerk’s salary SO above +* |
10.4 Receipts
Bank interest June .52p, July .57p
10.5 To sign off bank reconciliation to date
Provided in advance of the meeting. To be physically signed at a later date
10.6 Agree a storage policy for council records
The council unanimously agreed the following:-
10.6.1 Historic records
UPC historic records should be sent to the Oxford Historic Centre (OHC) as
soon as practicable.
10.6.2 Planning records
All paper planning records held should be recycled/destroyed as appropriate at
the earliest opportunity. Clerk to gain permission to access the meeting room of
the village hall. DB offered to assist in this task.
10.6.3 Other information held
To remove to OHC, keep, recycle or destroy any other information held in
accordance with OALCs list of documents.
- Update on the recreation ground Play Areas
11.1 Toddler play area (old)
– risk assessment
– inspection
– remedial work
– signage
– ground clearance / mowing
– official re-opening
BS to open discussions with the volunteer group regarding the grounds work required in this
area, before inspections and risk assessments can be carried out. Play area to remain
closed until further notice.
11.2 Adventure play area
– risk assessment
– inspection
– remedial work
– signage
– official re-opening
An initial inspection was carried out on 23.7.20. PM to action minor repairs identified. When
these are complete, a risk assessment and further inspection are required. New signage was on order and the play area would be officially re-opened as soon as possible.
BS also speak to volunteer group regarding reinstatement of regular inspections.
- Update on the maintenance of the recreation ground
12.1 Grounds maintenance
Grounds maintenance of the main recreation area was ongoing. Consideration was also
given to the closing of the gate at night to prevent unsocial use of the rec after dark. BS
proposed closure at 9pm and reopening at 7am and volunteered to be ‘gatekeeper’. Formal
notification will be made via Upton News in due course.
12.2 Replacement fence
The council has to date met with one contractor to inspect the area and give guidance on
the best replacement fencing with a guide price of £5k (for fencing alone). Installation & tree
work is also required.
12.3 Litter / bins
A discussion took place as to whether to provide more bins and/or black bags for collection
of rubbish left on the rec. Clerk to investigate potential costs.
- Update on the ‘rec regeneration plan’
13.1 Toddler play area (new)
PM to issue draft ground plan of new toddler play area. BS to look at contractors for
ground work. Clerk to supply contractor details.
13.2 Pump track
Any planned works on hold pending further investigation in to upkeep costs.
13.3 Grounds maintenance contractor
Any additional help from outside contractors on hold pending talks with the volunteer group.
13.4 Any other areas requiring attention within the recreation area
All areas covered.
- Update on car park extension project
This project has been on hold during the pandemic. However, further investigation work is
planned as to how many spaces could be gained from an extension & in what area, together
with cost estimates. This, together with play areas plans will be in a village-wide
questionnaire, currently being devised, for all to have their say.
- Update on UPC IT
15.1 Village web site
PM to change ‘Contact Us’ element as this is currently going nowhere, also to introduce an
auto response.
15.2 Any other IT related update
None.
- Update on proposed Speed Watch activity in Upton
In the absence of BH no update was given.
Clerk confirmed that Blewbury Parish Council had purchased necessary equipment and
installed TVP speedwatch area signs at the entrance to the village. To confirm costs of TVP
signs to council.
- Update on information gathered on the history of the rec & village hall
& any subsequent actions required
No update was given. Clerk to contact JR.
- Discuss any required plan of action to:-
18.1 Create a new five-year parish council plan
BS confirmed that the first draft of this plan was nearing completion & would be sent to
council for comment ASAP.
18.2 Revise the existing Parish Plan (last 2015/16)
This will be under consideration following the completion of the five-year plan and village-
wide consultation.
The meeting concluded at 9pm.
Date of next meeting:-
Thursday 17th September 2020 at 7.30pm via an e-conference system
Appendix A
REPORT TO UPTON PARISH COUNCIL JULY 2020
FROM CLLR MIKE FOX-DAVIES
Over the past few weeks, we have been able to support the gradual easing of lockdown restrictions. This has meant residents have been able to visit their household waste recycling centres, schools have been able to accept more pupils, and town centres and high streets have been able to reopen.
On 4 July much of the hospitality, culture and leisure sector will restart, albeit with social distancing in place. This will bring more challenges for many of our services. However planning for this is already well underway and we are confident we will be able to support this next phase of recovery.
Libraries and registration offices
We will be gradually reopening our libraries and registration offices during the coming weeks and months. We are planning a phased approach to the reopening of public buildings, with every precaution being taken to make sure this happens safely for our staff who will work in them and members of the public who visit them.
Safety measures to support shoppers
A host of safety measures are in place across Oxfordshire as non-essential shops continue to reopen safely. Government advice requires shops to display a poster in their entrance confirming they have read and implemented its “Five Steps to Safer Working Together”. This includes carrying out a COVID-19 risk assessment and taking all reasonable steps to maintain a two-metre distance in the workplace.
In the public realm, people will notice signage to remind them to socially distance and changes such as increased pavement space and one-way systems for pedestrians on narrow streets. We have been working closely with Oxfordshire’s five district councils and the city council to facilitate changes the to road network to help support our town centres to thrive once again.
Oxfordshire County Council signs agreement for £218m with Homes England
This sum of £218m (towards infrastructure costs of £234m) will deliver:
- Widening the A4130 from A34 Milton Interchange towards Didcot from single to dual
carriageway;
- A new Science Bridge over the A4130, Great Western Railway Line and Milton Road
into the former Didcot A Power Station site;
- A new Didcot to Culham bridge between the A4130 and A415; and
- A Clifton Hampden bypass
The new infrastructure not only provides opportunities for sustainable travel along the new routes but enables traffic demand management measures to be implemented elsewhere to prioritise non-motorised traffic, where appropriate. Active travel by walking and cycling has been carefully planned into the schemes and each provides new opportunities to connect areas of employment and housing for those on foot and bike using existing public rights of way.
Priority Fund
I confirm we have processed Upton Parish Council’s Councillor Priority Fund
application regarding the activity Re-siting & re-fitting of toddler play area and
decommissioning of old toddler play area.
I confirm the amount being paid is £1,875.00
Appendix B
Upton Parish Council – Thursday 23rd July 2020
Report from District Councillors
Cllr Hayleigh Gascoigne and Cllr Sarah Medley
It is still hard to believe how much things have changed in the past four months. Just as we had started to adapt to lockdown life, it seems that the Government are now easing the restrictions at pace. As we try and adapt to the “new normal”, we hope that you and your families are keeping well, staying safe and taking on the changing
situation at a pace which suits you. We’re now looking ahead at a summer period without the usual village events that we all so enjoy – last year’s Upton Village Fete already seems like a distant memory! However, we hope that Upton residents are still able to make the most of the sunny weather over the next few months, by spending quality time with family and friends in a socially distant way. As the council itself is now also returning to a new kind of normal, we’ve decided to stop our regular coronavirus – focused updates and return to our monthly updates in the form of newsletter articles and parish council reports. We will of course continue to keep you updated on the council’s response to COVID-19 through these monthly updates,
as well as on our dedicated councillor Facebook Page: Cllrs Hayleigh Gascoigne & Sarah Medley. As always, please do not hesitate to get in touch with any issues or concerns – our email addresses are
hayleigh.gascoigne@whitehorsedc.gov.uk and sarah.medley@whitehorsedc.gov.uk.
Coronavirus Update and Community Support
Key messages from the Vale
Residents:
- We’re all responsible for preventing local outbreaks and keeping Oxfordshire safe
- Don’t let the virus spread – keep your distance, wash your hands, stay alert
- Our safety is in our own hands
- Lockdown may be easing, but don’t go easy on the virus
- We’re at Alert Level 3, which means a COVID-19 epidemic is in general circulation
Businesses:
- Businesses play an important role in keeping their staff and customers safe and helping prevent the spread
of the virus.
- We’re all responsible for preventing local outbreaks and keeping Oxfordshire safe.
- We’re at Alert Level 3, which means a COVID-19 epidemic is in general circulation.
Community Hub still available
To contact the Community Support Team call: 01235 422 600
email: communitysupport@southandvale.gov.uk
Lines are open 9am to 6pm Monday to Saturday.
Both the council staff and community groups have responded positively to the challenges of this crisis to make sure our vulnerable residents receive the support they need. Amazing work is being done by the volunteer groups in our communities, including Upton, as well as the staff at the Vale who have done what they always do, which is pull together, be solution focussed and support each other. Whilst we don’t know how long the UK’s response to and recovery from COVID-19 will take, we do know it’s likely to be some time so the Vale of White Horse District Council is making some changes to its community hub services to make sure the response is sustainable over the coming months: Lines will now be open from Monday to Saturday, 9am to 6pm.