In attendance: – Cllrs B Shaw (Chairman/BS), P McLaughlin (PM), Neil Thorp (NT), D Beckles (DB), B Heneghan (BH). Also present E Cooper (Clerk/EC), County Cllr S Povolotsky (SP), District Cllr S Medley (SM). PCC representative P Batho (PB), Nature Garden representative K Fletcher (KF)

 

1. To note or receive apologies for absence

None.

2. 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: –

UPCX 07.12.21

Council unanimously agreed minutes to be a true record.

To hear a report from the County Councillor

Received in advance of the meeting & included at Appendix B below.

In addition SP stated that the OCC separation from Cherwell Council had begun. SP to

provide BH with scrutiny papers.

SP also gave a synopsis of the situation with the Steventon reservoir following a

request by BH. SP confirmed any go-ahead would affect surrounding infrastructure,

traffic, housing etc. Also that the reservoir was not for local consumption, but was

intended for the London area. SP confirmed that OCC was firmly behind GARD & would

provide meeting information via the Clerk.

 

5. To hear a report from the District Councillor

Received in advance of the meeting & included at Appendix C below.

 

6. To hear a report from the PCSO

Received in advance of the meeting & included at Appendix D below.

BS had also spoken to the PCSO regarding anti-social behaviour centring on the

recreation ground & car park. The PCSO agreed to increase patrols of this area.

 

7. To hear representations from the public

None present.

 

8. To hear an update from the UVHAT representative

Report received in advance of the meeting & included at Appendix E below.

 

9. To hear an update from the PCC representative

PB gave an update on activities in & around St Mary’s church.

Services are currently twice a month in person on the 2^nd & 4^th Sundays.

The PCC has been working on raising funds to increase the size of the vestry, with dual

access, & install a disabled toilet. The church could then be used for a wide range of

village activities/events. £38k has been raised so far, but £68k is needed (as of early

2021). Alternative grants are being looked at by the PCC & UPC will assist as far as

possible.

 

10. To hear an update on the Upton Nature Garden Project

10.1 Working Group report

Received in advance of the meeting & circulated to Council.

Approval was given by Council in principle for the following:-

10.1.1 Entire perennial purchase on presentation of 2 quotes from the working

group.

10.1.2 Purchase of a gate from StowAg.

10.1.3 Proceed to artwork stage of signage & provide details to Council for

approval.

10.1.4 Obtaining best prices for purchases through the opening of trade accounts

– further information will be provided by the working group.

10.2 Receipts to date £6137.91. Payments to date £3472.97.

Balance (as of 10.01.22) £2664.94.

 

11. To report on outstanding actions carried forward from previous meetings: –

See Appendix A below

 

12. To ratify or agree the council’s response to the following planning applications: –

12.1 To agree:-

P21/V3453/HH Chynoweth, Church St, Upton

Erection of new balcony above existing garage. Installation of new double doors &

internal rearrangements.

Deadline 22.01.22

Council agreed no objections to this consultation.

 

12.2 To note Planning Permissions received:-

P21/V3206/HH Lavender House, Fieldside, Upton

Planning permission 10.1.22.

 

13. To receive an update on UPC Finances and Administration

13.1 To hear an update on Lloyds Bank: –

13.1.1 As at 10.01.22 Treasurer’s Account £9009.83

As at 10.01.22 Business Bank Account £13073.44

13.1.2 Debit card application

The Clerk reported there was no further correspondence from Lloyds Bank

since December & she would pursue.

 

13.2 Receipts

13.2.1 Bank interest December 11p, January 10p

13.2.2 Lloyds Bank compensation £75.00 received due to their poor service.

13.2.3 £110.66 share of SLCC membership received from Blewbury Parish

Council

 

13.3 To sign off bank reconciliation to date

Provided in advance of the meeting. Agreed by the Chairman at the meeting. To

be signed at the next meeting.

 

13.4 To hear any other financial or administration updates

13.4.1 Q3 cashbook scrutiny sent to BS 10.1.22

Q3 scrutiny completed by the Chairman & no queries raised.

13.4.2 UPC Precept form returned 11.01.22

 

13.5 To agree the following payments & PM agreed to authorise: –

 

Date	Payee	£
28.12.21, 28.01.22	Clerk’s salary SO [LGA1972 s112(2)]	Not publicly disclosed
18.01.22	Clerk’s expenses [LG(FPA)1963s5]	£26.80
Dec/Jan	HMRC PAYE SO (£83.40 December, £83.40 January £93.80)	£177.20
24.12.21, 29.01.22	Microsoft Office365 Dec/Jan DD @£3.80pm [LGA1972 s111]	£7.60
	Payments sub total	£211.60
	Nature Garden sub total	£0
	TOTAL	£211.60 + Clerk’s salary

 

 

14. To hear an update on the recreation ground Play Areas

14.1 Toddler play area. No update this month.

14.2 Adventure play area. EC to speak to Kompan regarding their inspections &

remedial work. BH to provide details of equipment & materials required to repair

play area surround to BH.

14.3 Pump Track

Remedial work to the pump track scheduled for 22/23. BH & BS to discuss

remedial work required & potential solutions.

 

15. To hear an update on the maintenance of the recreation ground

BS to contact Kalehurst re cost of collection & repair of motor mower.

 

16. To hear any update on UPC IT (PM)

PM had worked on securing a back-up through CloudAlly to ensure all data used by

Clerk is regularly backed up off site.

 

17. To hear an update on Speed Watch & 20s Plenty for Upton (BH)

17.1 Speed Watch

The Council is aware that a crossing is scheduled to be installed across the A417

in Upton near to the George & Dragon & Chilton Road. Council therefore

questioned setting up Speed Watch activity on this road. However, Council

agreed to look at setting up a Speed Watch trial. BS to provide list of previous

volunteers for BH to contact.

BH also reported that upgrading the existing speed signs to record data would

cost in the region of £2k per sign. To discuss with BS.

17.2 20s Plenty

Cllr Povolotsky stated there is potential for speed reduction on the A417 through

20s Plenty & would provide more information when it was available.

 

18. To agree the council content for the next online Upton News (NT)

Council agreed that latest Nature Garden news should be included, together with

information regarding speed control mechanisms on the A417.

 

19. To agree the date of the next meeting

Next full council meeting Tuesday 15^th March 2022, at 7.30pm, in the village hall.

 

 

The meeting finished at 9.06pm.

 

Appendix A – List of Actions

No.	Actions from December meeting	By when
1.	Clerk to confirm Risk Management policy is up to date & issue to all.	Actioned
2.	Clerk to add meeting duration caveat to SOs	Actioned
3.	BH to investigate upgrading speed signs in village to record speed data.	Actioned
4.	BS to contact Kalehurst & obtain quote for mower repair.	C’fwd
5.	BS to formally present details of grounds maintenance proposal.	C’fwd
6.	Clerk to confirm new bin requirements & order.	C’fwd
7.	Clerk to look at signage copy & report back to BS.	Actioned
8.	BH to write an article for the next Upton News on Speed Watch for Upton.	C’fwd
No.	Actions November meeting	By when
7.	BS to 1. put together a welcome pack proposal & 2. look at ways of engaging volunteers. Also spk PM & NT re technical options.	C’fwd
8.	BS to look in to engaging other local chairs to meet informally	C’fwd
16.	PM & Clerk to discuss findings on bus shelter noticeboard	Actioned
19.	Recreation ground northern boundary fence – BS to approach contractors	ASAP

 

 

Appendix B

Update for Parish councillors: 18 January

Welcome to the bulletin for councillors within Hendreds & Harwell Division Starting with COVID-19, this week we provide you with an update on changes to self-isolation rules and remind you the Kassam Stadium in Oxford has resumed walk-in vaccinations. We also share some fantastic work our staff are doing to step up and respond to the pandemic. As always, we have included the latest COVID-19 public health data and information for Oxfordshire. Appointment of interim deputy director of public health In December, OCC announced Dr Adam Briggs had been appointed Deputy Director of Public Health (DPH) for the county. As Adam will continue to work in a national role at the UK Health Security Agency for half the week, we have appointed an interim Deputy Director of Public Health, David Munday, to work alongside Adam to ensure we can deliver the desired outcomes supporting the vision of public health services across Oxfordshire. David joined the team last August as a consultant focusing on health and wellbeing, health inequalities and COVID-19 surveillance, and he will continue to do part of that role alongside his new deputy director role. Adam and David will be taking up their new appointments on 1 February – I am sure you will join me in wishing them well in their new roles.

COVID-19: public health data

The statistics In the seven days up to 7 January, there has been a total of 10,095 confirmed new COVID-19 cases in Oxfordshire. This is a decrease from 10,431 new cases in the previous week and is equivalent to a weekly rate of 1,448.6 per 100,000 residents. Cases in the over 60s have decreased from 1,313 to 1,147, which is equivalent to a weekly rate of 680.1 per 100,000 residents. You can view the latest figures on our COVID-19 dashboard. Cases of COVID-19 by district Cases in 7 days up to 31/12/21 Rate per 100,000 population Cases in 7 days up to 07/01/22 Rate per 100,000 population Cherwell 2,634 1,734.7 2,427 1,598.3 Oxford 2,056 1,356.3 2,199 1,450.7 South Oxfordshire 2,106 1,464.7 1,987 1,382.0 Vale of White Horse 1,982 1,437.2 2,032 1,473.4 West Oxfordshire 1,653 1,479.1 1,450 1,297.4 Oxfordshire 10,431 1,496.8 10,095 1,448.6 Data correct as at 5pm on 11 January.

COVID-19: guidance and advice

New self-isolation guidance for people with COVID-19 The health secretary has announced the self-isolation time for people who test positive from COVID-19 is being cut to five full days. This will come into effect from Monday 17 January, with people being able to leave isolation after negative lateral flow tests on days five and six. Changes to testing rules People in England who test positive from a lateral flow test and do not have symptoms are no longer required to take a follow-up PCR test. They should self-isolate immediately and report their result on gov.uk. Following this, NHS Test & Trace will contact them to identify their close contacts. Anyone experiencing any of the three main symptoms must self-isolate immediately and arrange a PCR test on gov.uk. Latest international travel advice Check gov.uk for the latest information about travelling overseas from the UK and entering the UK from overseas. Communications campaigns We are continuing to run regular messaging highlighting the new rules to reduce the spread of COVID-19 and supporting our NHS partners in sharing messages about vaccinations and boosters. APOLLO Pharmacy – Milton Park Ive been contacted by allot of residents about the availability of LFT on the Government Website, I have found as have some helpful residents that Apollo does tend to have stock when others don’t due to their location. I also found out they do prescription deliveries throughout most of Steventon, Harwell, Chilton and GWP. Just a nugget of info to share. Of course you still need to obtain a code from the Gov Website for the LFT kit to collect.

COVID-19: vaccination update

Reminder: walk-in vaccinations at the Kassam Stadium The mass vaccination centre at the Kassam Stadium in Oxford has resumed walk-in vaccinations, catering for first, second and booster doses. This means anyone eligible – including 12 – 15 year olds – can get a jab without the need for an appointment. It is anticipated this offer will be available between 9am and 7pm most days, except when Oxford United is playing at home at the weekend. People are advised to check opening times on the NHS Grab A Jab website before travelling to the stadium. The website lists vaccination sites that offer walk-ins and opening times. Residents can also continue to book appointments at the Kassam by visiting the NHS website. Booster vaccinations Everyone over the age of 18 is strongly encouraged to get a booster vaccination if they have not already done so. Bookings can be made on the NHS website. As always, your help in promoting vaccination messages to residents is much appreciated.

COVID-19: our staff step up to respond

We are enormously proud of the way our staff continue to respond to the ever-changing challenges COVID-19 brings. Throughout the pandemic, we have shown a real commitment to working collectively across our services, and the wider partnership system, to support our communities in the most challenging of circumstances. Our teams have stepped up to respond to resource issues caused by more of us getting COVID-19. Staff from across our organisation and Cherwell District Council are currently backfilling roles and providing additional capacity in children’s and adult social care to help keep frontline services operating. This includes backfilling for the reception teams in children and family centres so these vital facilities can remain open for residents who rely on them, helping maintain the systems for safeguarding and brokerage, and working alongside adult care teams in non-personal care roles to increase the capacity of trained staff. And finally, we would like to recognise our children’s education team for everything it is doing to support schools. A member of staff from a local school recently wrote to Councillor John Howson to express how valuable their weekly online briefings have been during the pandemic, noting that the team has “been incredibly supportive, upbeat and friendly throughout”.

News in brief

Steventon Reservoir – The Final Push I have been working very hard on this issue with fellow councillors, GARD and members of stakeholder groups over the last 5 months. We have been in a process with OFWAT called RAPID which as I have spoken about before has been a frustrating and less than open process. Now the regional plan has opened for an 8 week consultation and the SESRO scheme is back again…now we have two consultations and forms of approach – https://wrse.uk.engagementhq.com/about-our-consultation You can find the GATE 1 submission decision here – https://www.ofwat.gov.uk/regulated-companies/rapid/the-rapid-gated-process/gate-one-submissions-and-final-decisions/ Coverage – https://www.bbc.co.uk/news/uk-england-oxfordshire-60021422 Oxford United request land near Kidlington for a new stadium Oxford United Football Club has requested land to develop a new 18,000-capacity football stadium, with linked leisure and commercial facilities, on land owned by us near Kidlington. The club has asked to lease 18 hectares of land at Stratfield Brake for 250 years. Alongside the stadium, the club’s proposal also includes facilities such as a hotel, retail, conference facilities, and training and community grounds. Cabinet will discuss the proposal at its meeting on 18 January. You can read more about the proposal online. Joan embarks on a new chapter of independent living and volunteering Joan has learning disabilities and never thought she would be able to live on her own. Now, as well as having her own home, she’s flourishing in new volunteering roles. This fresh start is thanks to the support of our Community Connections support services, which works with people aged 18 and over who have learning disabilities and additional needs. You can learn more about Community Connections on our website and find out more about Joan’s experience on our news pages. Oxfordshire Employment transforms Tim’s life In 2016, Tim was living with anxiety and had been struggling to find work for some time. But now he can look back on five years in a steady job and an increase in his skills and independence thanks to Oxfordshire Employment – a service we run to support those with health or disability needs in finding a job. Read more about Tim’s story online.   A40 improvements programme update Drainage surveys and vegetation clearance works are due to start on 17 January between Hill Farm Junction on the A40 (east of Witney) to the Duke’s Cut bridge. The surveys, which will help inform the drainage strategy for the A40 road improvements programme, are expected to take up to four weeks to complete, subject to weather and site conditions. Find out more online. In other developments, the planning application for the A40 smart corridor is now live. Residents and stakeholders can view and respond to the planning application on the planning register, under reference R3.0151/21. Read more in our news story.

Budget and business planning for 2022/23

The consultation on our budget proposals for 2022/23 has now closed and feedback can be found on our website accompanying both the budget papers that have been published for the Performance and Corporate Services Overview and Scrutiny Committee 17 January and for Cabinet 18 January. This feedback will be considered by both the scrutiny committee and Cabinet alongside our updated budget proposals. The budget will be agreed by full council on 8 February, alongside a new strategic plan and outcomes framework. Service plans are being developed or revised in line with this process.

Council meetings and information

Council meetings In line with the current government health measures, we are continuing to work with the chairs at OCC to take a pragmatic approach to holding our formal meetings. Parish Council meetings Please do let me know your plans for meetings in January and February whether hybrid / in person. COMET Scheme – Rural Transport There was a meeting yesterday 17th January around Rural Transport opportunities working on the basis of the Comet – details here. Only one PC member came, and I would like an indication if you would like me to rearrange this for discussion?

And finally…

We wanted to let you know that Dr Bruno Holthof, Chief Executive Officer of Oxford University Hospitals, has announced he will be stepping down after almost seven years in post at the end of June 2022. Further details can be found on the NHS website. I am sure you will want to join me us all in wishing him all the best in his future endeavours. Staying up to date For the latest information about the council’s response to COVID-19, regularly check your emails, visit the council’s website oxfordshire.gov.uk and follow our social media accounts. All the best, see you soon, and I hope you and your families have stayed safe and well. Sally Povolotsky Elected Member for Hendreds & Harwell

 

Appendix C

Monday 10th January 2022 Monthly Parish Update Vale of White Horse District Councillors

Cllr Hayleigh Gascoigne and Cllr Sarah Medley

Hello from Hayleigh & Sarah

Happy New Year to all our residents. We hope that everyone had a restful break with family and friends, and that you are keeping healthy and safe during the recent rise of the omicron variant of COVID-19. If you haven’t had your booster vaccine yet, we encourage everyone to get their booster as soon as possible – you can book an appointment or find a walk-in centre via the NHS national booking system.

Our last full council meeting of 2021 was in December. As always, we were pleased to see motions passed on a range of issues, including retrofitting homes and opposing the proposal for the new reservoir in Steventon. However, we are particularly proud that the latest meeting took very positive steps forward in terms of addressing diversity and inclusion at the council – something that we are very passionate about.

Sarah proposed a motion – which passed – on supporting the transgender & non-binary community. Council also formally adopted a new parental leave policy for councillors. We think this is excellent news, as it goes a long way towards making the role of councillor more accessible and ultimately more representative of the community.

We use these monthly updates to keep you updated on our activities, general council news and any COVID-19 developments. We also post regularly on our councillor Facebook Page: Cllrs Hayleigh Gascoigne & Sarah Medley Please do not hesitate to get in touch with any issues or concerns, either via Facebook message or email: hayleigh.gascoigne@whitehorsedc.gov.uk and sarah.medley@whitehorsedc.gov.uk.   

COVID-19 Update

Get your booster vaccine

• Getting vaccinated and boosted remains the best thing you can do to protect yourself, your family and friends against getting seriously ill from Covid-19. You can
• There are plenty of appointments across several sites this week. Please go to the National Booking Service to book a slot or you may be able to bring your appointment forward that you had previously booked.
• If you’ve had a positive COVID-19 test, you need to wait a number of weeks before getting any dose of the vaccine. You need to wait:
  • 4 weeks (28 days) if you are aged 18 years old or over
  • 12 weeks (84 days) if you are aged 12 to 17 years old
  • 4 weeks (28 days) if you’re aged 12 to 17 years old and at high risk from COVID-19
• If you are unable to attend your vaccination appointment for any other reason, please cancel or rebook it at soon as possible so your space opens for someone else.
• Information on the walk-in clinics available in Oxfordshire are available here.

The latest COVID-19 figures are updated on the county council’s interactive dashboard on a daily basis. We continue to encourage residents to test regularly and, if you feel unwell, book a PCR test.

Funds available for local businesses

The new Hospitality and Leisure Grant announced by Government on 21 December will support the hospitality and leisure sectors that have been affected by the latest pandemic variant, Omicron. Visit our dedicated webpage for further details.

Small and medium-sized businesses will be able to claim money from the government through the Statutory Sick Pay Rebate Scheme. Find out how you can claim.

Our Winter Support Grants are now closed for applications. Check out our anticipated timeline for administration.

Community Support

Contact the Community Support Hub

A reminder to all residents that the councils’ Community Support Hub continues to operate for anyone who needs any assistance, either as a result of COVID-19 or just for anyone who needs signposting towards the appropriate support channel. There are multiple ways to get in touch with the Community Support Hub:

• Call: 01235 422 600 Monday to Thursday 8.30-5pm and Fridays 8.30-4.30pm
• Email: communitysupport@southandvale.gov.uk
• Online Form: whitehorsedc.gov.uk/communityhub
• Website whitehorsedc.gov.uk/covid19

Residents can also contact:

• Citizens Advice – 0808 278 7907
• Vale Community Impact – 01235 765348

Household Support Fund Available for anyone in need

• The government’s Household Support Fund (HSF) is now open, offering a very important lifeline for households who may struggle to afford life’s essentials over winter.
• The money will primarily be used to help pay for food, energy, and water bills for residents, but other costs can also be covered.
• The fund is open to any resident who is struggling and can’t afford basic household essentials.
• To find out about the scheme or seek help, call Citizens Advice on 0808 278 7907.
• See more information here.

Homelessness Support

If you or someone you know are homeless or at risk of becoming homeless, please click here for advice.

Domestic Abuse

Do you feel like you are walking on eggshells? Are you afraid of your partner? Are you worried about someone you know being controlled?

• Oxfordshire Domestic Abuse Service Helpline: 0800 731 0055 (Mon-Fri 10-6 Sat 10-4)
• Find help and advice at Reducing the Risk’s website org.uk

Local News

Council leaders thank vaccine clinic while urging people to get booster jab

Council leaders urged people to get their Covid booster jab as they praised the people delivering the vital vaccine at a clinic in Faringdon.

Help to make night-time safer in Abingdon and Didcot

Residents are being asked to help make areas of Abingdon and Didcot safer at night. South Oxfordshire and Vale of White Horse District Councils want to hear from anyone who has felt unsafe in either town on a night out, or when returning there after an evening out elsewhere, such as Oxford.

Climate & Environment News

Wondering what to do with your waste post-Christmas? Take a look at the Vale’s site.

If you have a garden waste collection, you can leave your Christmas tree out with that. If not, take a look at a list of our collection sites. Be sure to check the last date to leave trees.

Council News

Full Council

Vale of White Horse Full Council was held on 8^th December at the Milton Park Offices. You may catch up with the content here. The full agenda is here.
For more information on outcomes, see press releases below.

Changes to planning rules to focus more quickly on potential harm to communities

Changes to enforcing planning rules will allow two district councils to focus on cases with the most potential to cause harm to local communities much more quickly.

Leaders Statement – 8 December 2021

Cllr Emily Smith, Leader of Vale of White Horse District Council, delivered her Leaders Statement to Council at the meeting on 8 December 2021.

Councillors call on the government to support ambitious local climate action

Leader Emily Smith will write to Whitehall to urge the government to establish a programme for domestic retrofitting.

Council re-affirms commitment to support War Pensioners

The War Pension scheme was established to compensate those veterans who suffered injured or illness while serving their country, while the War Widow(er)’s Pension is for those whose spouse died while serving.

More research needed before Abingdon reservoir plans can be approved

More evidence has been demanded by Vale councillors over the need for a reservoir in Abingdon and its environmental impact.

Vale of White Horse District Council – a trans inclusive council

Vale of White Horse District Council has a commitment to being a welcoming and inclusive organisation and council members have strengthened that commitment at its December Council meeting.

New parental leave policy for councillors

Our new Parental Leave Policy sets out councillors’ entitlements to maternity, paternity, shared parental and adoption leave and relevant allowances.

The policy aims to provide a positive environment for members with family responsibilities.  It will help to ensure members are representative of our community, contribute towards increasing the diversity of experience, age and background of councillors, and also help us to retain experienced councillors and make public office more accessible to those who might otherwise feel excluded.

You can find the policy here, on the councillor allowances area of the Vale website.

Vital work to help vulnerable people praised by councillors

Work to protect vulnerable residents and those who are most at risk from criminal activity has been recognised by councillors in South Oxfordshire and the Vale of White Horse.

Councils face another cut in government funding

Public services could be at serious risk if the government fails to provide long-term financial support, the Leader of Vale of White Horse District Council has warned.

2021 reflection statement from Cllr Emily Smith, Leader of the Vale of White Horse District Council

 

Appendix D – PCSO Report

We continue to get reports of off-road vehicle being used in an anti-social manner causing criminal damage in the Lowbury Hill Ridgeway area. 4 persons were arrested in December after vehicles were used on private land causing criminal damage. The investigation is ongoing. We continue to patrol the area and encourage people to report anything like this to us.

 

Appendix E – UVHAT Report from J Reid

• Bookings: 2022 looks positive from a bookings perspective already.  All regulars have rebooked including gymnastics, yoga, karate, Brownies, Wine Club, Tea Birds, Short Mat Bowls and the ever popular dog classes etc.  Enquiries for ad hoc event bookings – particularly to allow small groups or family events to have more space due to COVID-19 – have picked up and the hall remains a COVID-secure venue for the activities permitted.
• Maintenance: In terms of maintenance a few projects need to be undertaken in 2022. The kitchen floor has now nearly dried out following the water leak and will be re-laid. Some of the gutters need to be mended where they have broken or sagged. There remains one blocked soakaway which was not replaced in the recent work. This lies under the patio, which will need to be lifted and re-laid in the process. It will be preferable to site the new soakaway under the grass, subject to permission from UPC.  The trustees will consider whether to replace the fittings in the ladies’ toilets which are now dated at their next meeting
• The trustees hope to hold their next meeting and AGM at the in January/Feb and will be confirming a date on this as soon as possible.