In attendance:- Cllrs B Shaw (Chairman/BS), P McLaughlin (PM), N Thorp (NT), B Heneghan (BH). Also present E Cooper (Clerk/EC).
- To note or receive apologies for absence
Cllr D Beckles.
- To note any declarations of interest in the items on the agenda
None.
- To approve the minutes of the following meeting & note any matters arising: –
UPC 16.11.21
Minutes unanimously agreed as a true record, with the exception of charges
attributable to the Nature Garden in respect of rubble removal, which do not apply.
- To review & agree the response to planning consultations:-
4.1 P21/V3206/HH Lavender House, Fieldside, Upton
Proposed ground floor front extension to existing garage.
Deadline 14.12.21
UPC agreed no objections to this consultation.
- To receive an update on UPC Finances and Administration
5.1 To hear an update from the Finance committee meeting held on 22.10.21 &
formally agree recommendations
5.1.1 Proposed precept for 22/23
Council unanimously agreed to apply for a precept of £24,326.
5.1.2 Proposed budget for 22/23
Council unanimously agreed the proposed budget.
5.1.3 Clerk’s salary review inc. other work considerations
Council unanimously agreed the proposed increase in the Clerk’s
Salary to SCP26 with effect from 1.11.21.
The Clerk also informed the Council that her annual leave increased
by 2 days wef 01.09.21 (5 years service).
5.1.4 Outgoing grants
UPC agreed to continue to support CAB & RBL.
5.1.5 Capital projects for 22/23
Council agreed that the major projects for next year were:-
- Recreation ground fence
- Play area fencing & ground works on new toddler play area
iii. Work to improve the pump track
5.1.6 Other financial considerations from the Finance Committee Meeting
5.1.6.1 Council were satisfied that all assets were accounted for & up
to date.
5.1.6.2 Council were generally satisfied with the extent of its Risk
Management policy, but asked the Clerk to check & issue to
the Council.
5.1.6.3 Council were satisfied with the extent of its Insurance
5.1.7 Ratify reviewed & updated Standing Orders
Council agreed to add a caveat to the meeting time of 2 hours. This to
read that subject to council’s agreement, an additional half hour will be
permitted in order to conclude the meeting’s business as necessary.
5.1.8 Ratify reviewed & updated Financial Regulations
Council unanimously agreed.
5.2 To hear an update on Lloyds Bank: –
As at 11.11.21 Treasurer’s Account £8257.22
As at 11.11.21 Business Bank Account £13073.33
5.3 Receipts
Bank interest October 11p, November 10p
5.4 To sign off bank reconciliation to date
Provided in advance of the meeting& duly signed at meeting.
5.5 To hear any other financial or administration updates
5.5.1 To agree a budget for a village Christmas event (BS)
Council agreed that due to the shortness of time & lack of response
from the community, this event would take place next year. Council also
agreed to contribute c£50 towards a Christmas tree on the
village church next year.
5.5.2 To agree that Upton village is included in the 20mph proposal for
Oxfordshire Communities
BH had spoken to SP re upgrading existing speed signs. SP
recommended recording data via signs & this data will dictate the next
course of action. BH to investigate upgrading signs.
5.6 To agree the following payments & who to authorise
Clerk asked for the following additional payments to also be considered & Council
unanimously agreed:-
i. Mr R Lott – Mowing petrol expenses £90.64
ii. StowAg (Nature Garden) – purchase of fencing £295.20
iii. OALC – Experienced Clarks course £66
PM agreed to authorise.
| Date | Payee | £ |
| 28.10.21,
28.11.21 |
Clerk’s salary SO
[LGA1972 s112(2)] |
Not publicly disclosed |
| 11.11.21 | Clerk’s expenses [LG(FPA)1963s5] | £39.40 |
| Oct/Nov | HMRC PAYE SO (£83.40 October, £83.40 November (tbc)) | £166.80 |
| 29.10.20, 29.11.21 | Microsoft Office365 Oct/Nov DD @£3.80pm
[LGA1972 s111] |
£7.60 |
| Oct 21 | M Amos expenses for work on car park soakaway & removal of rubble [LGA1972 s137 ] (Paid 2.12.21 to be ratified). | £769.13 |
| Oct 21 | SLCC membership renewal wef 1.12.21 [LGA1972 s143]
Note:- UPC portion £55.34. £110.66 to be reclaimed from BPC. |
£166.00 |
| Nov 21 | UPC donation to Royal British Legion (paid to be ratified)
[LGA1792 s137] |
£170.00
|
| Payments sub total
Plus additional items above & salary |
£1770.77
|
|
| 17.11.21 | Boston Bulbs order [LGA1972 s137] | £238.00 |
| Nov 21 | Nature Garden share of machinery hire
(Note:- revised figure to include UVHAT share. Aw UVHAT refund of £251.56). |
£503.12 |
| Nature Garden sub total | £741.12 | |
| TOTAL | £2511.89
+ Clerk’s salary |
- To hear an update on the recreation ground Play Areas
6.1 Toddler play area
6.1.1 To hear any update on the installation of a fence around the new play
area
BS reported the toddler play area was in good condition. The mound
had been seeded & was growing, & would remain off limits for the time
being.
6.1.2 To hear any other updates on the toddler play area
Council noted that the addition of a fence around this area may also
require funding to be raised.
6.2 Adventure play area
6.2.1 To hear any updates on the adventure play area
6.2.1.1 Funding of £5000 has been received from the OPCC
Community Fund which will go towards improving the goalposts
& pump track.
6.2.1.2 Minor repairs to wooden structures would continue to be
actioned by members of the Council.
6.3 Pump Track
Remedial work to the pump track scheduled for 22/23. See also 6.2.1
above.
- To hear an update on the maintenance of the recreation ground
7.1 Mowing, Trees, hedges, other
Council acknowledged that the only maintenance work carried out by the
volunteer group was the mowing of the recreation ground. Tree work has
been carried out by a contractor & other work to keep the recreation ground
tidy by members of the Council. BS had obtained a quote for general
maintenance of c£5k for a year & Council unanimously agreed for BS to
formally present a proposal at the next meeting. BH offered to do a walkabout
with the contractor covering all aspects of work required & to establish
credentials.
7.2 To hear an update on the current volunteer / rota situation
7.2.1 It was reported to the Council that the motor mower was damaged & in
need of repair. BS to obtain a quote for repair of the mower from
Kalehurst. Council to consider costs before any work is carried out.
7.3 To hear any other recreation ground updates
7.3.1 New bins
Council unanimously agreed to purchase new bins. Clerk to confirm
requirements.
7.3.2 Additional benches
Council acknowledged this was in the budget for next year at c£250 for
wood-effect, recycled plastic benches for the recreation ground.
7.3.3 New noticeboard on side of bus shelter
A new noticeboard has been ordered.
7.3.4 Goal posts – nets & wheel replacements
Following receipt of funding, BS had sourced a quote for c£500. 3
councillors agreed to go ahead with the purchase, with one abstention.
7.3.5 Fence to northern boundary
Capital project for 2022/3 unanimously agreed by Council.
7.3.6 New signage update
BS has obtained a quote for new signage at the entrance to the
recreation ground. EC to check the sign details.
7.3.7 Bus shelter renovation update
A competition has been launched for village children to submit ideas for
repainting the inside of the bus shelter. As of the date of this meeting,
no entries had been received.
- To hear any update on UPC IT (PM)
No update.
- To hear an update on Speed Watch & 20s Plenty for Upton (BH)
9.1 Speed Watch
BH reported he had spoken to Blewbury Speed Watch following their
successful implementation. Following recruitment of volunteers & training, this
could be implemented on the A417 in Upton, but only when entering/exiting
Upton from the west. BH to write an article for the next Upton News on Speed
Watch for Upton.
9.2 20s Plenty
BH had actioned.
- To agree the council content for the next online Upton News (NT)
- Budget for play area fence
ii BH Speed Watch update
iii Bus shelter competition – get entries in
iv New noticeboard
- To agree the date of the next meeting
Next full council meeting Tuesday 18th January 2022, at 7.30pm.
Clerk’s note:- Due to increased Covid restrictions & following guidance from
NALC, how this meeting is held & where, will be decided nearer the time.
Council unanimously agreed to add item 12 to the agenda as this had arisen post issue of the agenda.
- Letter received from UVHAT
A letter as received from the UVHAT Chairman, Rob Traynor, stating no confidence in the
UPC Chairman for reasons which were alluded to in the letter & also asking that Cllr Shaw not
join the UVHAT committee. This was discussed at a reconciliation meeting held on 6.12.21
with Mr Traynor, Mr Rippon (UVHAT) & Cllr Shaw & Cllr Thorp (UPC).
Cllrs Thorp & Shaw will provide a written response to the reconciliation meeting.
The Council unanimously agreed its full support of Cllr Shaw. Also that Cllrs Shaw &
Heneghan will attend the first available UVHAT meeting as previously requested.
UVHAT has moved its AGM from 6th December to either January or March & the Council
awaits confirmation of the new date.
The meeting closed at 9.05pm.
Appendix A – List of Actions
| No. | Actions from this meeting | By when |
| 1. | Clerk to confirm Risk Management policy is up to date & issue to all. | January meeting |
| 2. | Clerk to add meeting duration caveat to SOs | Actioned |
| 3. | BH to investigate upgrading speed signs in village to record speed data. | January meeting |
| 4. | BS to contact Kalehurst & obtain quote for mower repair. | January meeting |
| 5. | BS to formally present details of grounds maintenance proposal. | January meeting |
| 6. | Clerk to confirm new bin requirements & order. | January meeting |
| 7. | Clerk to look at signage copy & report back to BS. | January meeting |
| 8. | BH to write an article for the next Upton News on Speed Watch for Upton. | ASAP |
| No. | Actions from November meeting | By when |
| 4. | BS to store blue benches & bin until re-sited | Actioned |
| 7. | BS to 1. put together a welcome pack proposal & 2. look at ways of engaging volunteers | Actioned |
| 8. | BS to look in to engaging other local chairs to meet informally | Actioned |
| 12. | BS to consider plan for removal of weeds on pump track | cfwd |
| 19. | Recreation ground northern boundary fence – BS to approach contractors | cfwd |
| 22. | BS to confirm with KH actions re fence / hedge in cemetery extension | cfwd |
| 23. | PM to report back to council on work allocation system trial | cfwd |
| 26. | BS to contact potential proof reader for Upton News | Actioned |
| 27. | PM & Clerk to discuss online meeting date updates | cfwd |