Minutes of the meeting of Upton Parish Council held in the main hall at Upton village hall on Wednesday 19th July 2023 at 8.00pm.
In attendance:- Chairman Ben Shaw (BS)
Vice Chairman Neil Thorp (NT)
Councillors David Beckles (DB), Graham de Wilde (GW), Nicola Hall
(NH), Brendan Heneghan (BH)
Clerk Liz Cooper (EC)
Deputy Clerk Lisa Morgan (LM)
District Councillors Debra Dewhurst (DD), Hayleigh Gascoigne (HG)
Nature Garden Group Kieron Humphrey (KH)
- To receive apologies for absence
County Councillor S Povolotsky
- To record any declarations of interests relating to this meeting
B Shaw – boundary with Nature Garden & Organised Grime payments.
- To receive the County Councillor’s report
Received in advance of the meeting & sent to Council.
- To receive District Councillor’s report
Received in advance of the meeting & sent to Council.
4.1 Great Western / Valley Park Medical Facilities
BH asked about progress on medical facilities at Great Western Park, Didcot. DD stated that whilst
progress was being made, no update could be given at this point due to the confidential nature of
current negotiations. Vale, Taylor Wimpey & CCG parties involved. Awaiting a new set of plans following
legal negotiations. BH concerned that not enough progress being made & asked if penalties applied if
deadlines were not met? DD to confirm. DD also stated this is now moving as it has gone to Cabinet for
the first time. Andrew Crawford is the lead Cabinet member. 2 x consultations on Valley Park are
currently open. BS reiterated that house building should be on hold until medical facilities in place &
requested a response from the DC on this point.
4.2 Stream Road Drainage
BS thanked HG for her efforts in starting to sort out this issue. This must be added to a maintenance
rota from now on to avoid future flooding. BS noted there had been no response from the Flooding
Department, only from an attending road crew. HG/DD to feedback to the department. NT requested an
update to be included in this month’s Upton News.
5. Open Forum
No members of the public were present.
- To hear an update from the PCC
No PCC representative was present.
NT reported that work on the installation of toilets in the Church had started & would take
approximately 12 weeks.
Also, organisation of the village fete continues with the PCC, NH & BS, with the beneficiaries being the
PCC & PC for community improvements. NH is considering the re-introduction of coffee mornings once
a month in Upton & Blewbury. Council unanimously agreed to a £100 donation towards BBQ food for
the fete.
- To hear an update from a UVHAT representative on village hall operations
7.1 R Traynor provided a report in advance of the meeting as follows:-
Finances
The hall finances continue to remain in a healthy state with funding for the toilet refurbishments as well as other smaller projects (tidying up the patio area, de weeding and refilling gaps with sand
cement) available. Thanks to the volunteers Chris Traynor, Brian and Giulia Rippon, Ali Lewington, Kim Gould, Debbie Paul, Victoria Griffiths, Gillian Collins and Gerogie Mason for their support and fundraising efforts during Uptonogood.
The hall remains in good decorative condition with some minor painting required. The paint is available and this will be carried out by one of the committee members.
Bookings
There has been a return to party bookings as well as the long term regulars and booking for the kitchen by Style Acre for training their staff. We are pleased that the return of the Drop in Coffee Morning is starting again – first session 27th July 10:00 – 11:00
Development Projects
Work on replacing the poor guttering has begun (this will also include installing the water butt for the
Nature Garden). The working group, looking into the refurbishment of the ladies and disabled loos are now looking into local builders and a few names have been put forward. There is no urgency for this work (the toilets are functional) and any work would be best carried out during the quieter period, after the summer.
Caretaking
Cleaner still employed.
7.2 Other activities
NH reported that the Ladies Tapas Evening was a success with 20 ladies attending & raised £350.
£150 will go to the Blewbury Pre-School & £225 to UVHAT. NH to provide details for Upton News to
NT.
- To hear an update from the Nature Garden representative
KH attended the meeting & gave a verbal update as follows:-
The weather was good for the garden as everything was growing. Other work – weeding, nettle removal,
turning over mulch, was carried out by volunteers on 1st July. Feedback from regular users is very good.
Lots of birds had been noted, particularly green finches. Will be asking Sustrans for a nature survey of
butterflies. Is creating a list of drought tolerant plants for dry beds. Would like a shallow water feeding
station for insects & birds.
KH stated the paths, fences & hedges were all good.
5th August would be the next volunteer day.
BS reported slow worms were in evidence in the garden & suggested that KH put out information
explaining what slow worms are & what they look like.
TOE notices have been attached to the gates.
NH to speak to KH re wild flower seeds & the possibility of giving some to the school? Consideration also
to be given to the cemetery extension field.
KH also reported that the Oxfordshire Wildlife Rescue would be holding a Christmas Market in the hall
on 10th December.
- To approve the minutes of the Parish Council meetings held on:-
UPC AGM Meeting 17th May 2023
UPCX Meeting 6th June 2023
Council unanimously approved the minutes were a true record.
10. Planning
10.1 To agree / ratify the council’s response to the following consultations
10.1.1 P23/V1520/HH Wychwood, Newmans Close, Upton
Rear dormers & rear extension.
Deadline 19.07.23
Council agreed by a majority to return no objections to this consultation.
10.1.2 P23/V1306/HH & P23/V1308/LB Upton Manor, High Street, Upton
Internal & external remodelling of curtilage listed cottage inc. minor variations to existing
approved scheme under P23/V0027/LB, along with proposed new solar panels on south
elevation of roof.
Deadline 03.07.23
UPC majority no objections & returned 23.06.23.
10.1.3 P23/V1540/S73 Skippets Stables, Mobile Home, Dene Hollow, Chilton
Removal of C2 (retention of mobile home 3 years) etc.
Deadline 07.08.23
Council agreed by a majority to return no objections to this consultation.
10.2 To note planning permissions /withdrawals received during the month
10.2.1 P22/V2281/HH Halt House, Beeching Close, Upton
Planning permission 28.06.23
10.2.2 P23/V0863/LDP Wychwood, Newmans Close, Upton
Withdrawn 07.06.23
12. Finance & Administration
12.1 To receive an update UPC Finances
12.1.1 Treasurers Account to 30.06.23 £13,830.65
Business Bank Instant Account to 30.06.23 £13,122.66
Total funds available as at 30.06.23 £26,953.31
12.1.2 To hear an update on UPC’s Audit Process
External Audit – the Clerk reported a further query from the EA which would be answered
shortly.
12.2 To agree the authoriser for this month’s payments.
DB & GW, with NT as back up.
12.3 To approve payments to be made noted spending powers and within budgeted amounts
Council unanimously agreed to all payments, with the addition of an invoice from ARD Playgrounds
for replacement swing chains for £507.00.
| DATE | Description /Payee | Amount |
| 28.06.22/ 28.07.23 | Clerk & Deputy Clerk’s salary June. July TBC
|
Not publicly disclosed |
| 28.07.23 | Clerk’s expenses (mileage to July meeting only) | £1.80 |
| 28.06.22/ 28.07.23 | HMRC PAYE (June £112.40*, July TBC) | £112.40
+July23 TBC |
| 28.06.23 / 28.07.23 | Microsoft subscription @£4.50pm*
Note increase from July23 to £4.90pm |
£9.40 |
| 18.05.23 | G de Wilde expenses* | £99.76 |
| 18.05.23 | N Hall expenses* | £178.20 |
| 18.05.23 / 08.06.23 | Scofell grounds maintenance @ £618pm* | £1236.00 |
| 18.05.23 | Village Hall room bookings* | £15.00 |
| 31.05.23 | SLCC Clerk’s Manual for Dep Clerk* (debit card) | £52.30 |
| 31.05.23 | Lexis Nexis Local Council Administration book for Dep Clerk* (debit card) | £164.99 |
| 01.06.23 | SLCC Minutes & Agendas online course for Dep Clerk* | £84.00 |
| 08.06.23 | Abbott Denton Internal Audit* | £330.00 |
| 08.06.23 | VoWH Uncontested election fee* | £200.00 |
| 06.07.23 | SLCC ILCA training course fee – LM | £144.00 |
| 29.06.23 | RoSPA Annual play areas inspection | £302.40 |
| 15.06.23 | EE Clerk’s phone top-up* (debit card) | £20.00 |
| 31.05.23 | Organised Grime May inv 0004 | £282.00 |
| 30.06.23 | Organised Grime June inv 0005 | £264.00 |
| 31.07.23 | Organised Grime July inv 0006 | £216.00 |
| Total | £3,711.85
(plus salary above) |
*All paid to be ratified
| Receipts | Description | Amount |
| A Smart | Marquee Hire July | £50.00 |
| Lloyds Bank | Interest June & July 2023 | £15.80 |
| Total | £65.80 |
12.4 To sign off bank reconciliation to end June.
Provided in advance of the meeting & signed by BS at meeting
12.5 To hear / agree on any other financial or administration updates
To hear an update from BS on:-
12.5.1 New meeting dates to end of year
Clerk to issue new list of dates to the end of 2023.
12.5.2 Proposal to meet monthly from January 2024
Council agreed in principle to the change & a resolution to this effect will be on the September
agenda.
12.5.3 Update on the UPC Annual Plan & Strategic Plan
BS & NH are working on the village survey which will feed in to both plans.
Clerk to provide a copy of the last survey for reference.
12.5.4 Update on the UPC Organisational Chart
This is with BS to finalise.
To hear an update from the Clerk on:-
12.5.5 Standing Order minor amendments
Details of the minor amendments sent in advance of the meeting to Council & all agreed to
the changes.
12.5.6 Financial Regulations minor amendments
Details of the minor amendments sent in advance of the meeting to Council & all agreed to
the changes.
- To hear any updates on any aspect of the recreation ground play areas
13.1 Last RoSPA inspection 28.06.23
LM had reported items to RoSPA that should have been on their report, and also reported the same
items to Kompan as they remain under guarantee. The annual inspection will be in September.
13.2 Adventure play area
New cushionfall to be ordered before the end of the month. Clerk’s note:- this is delayed until the
wooden surround has been replaced.
13.3 Toddler play area
Items being addressed in 13.1 above.
13.4 Pump track
Nettles close to the track had been removed & further work is required in this area to avoid further
encroachment.
- To hear any updates on the maintenance of the recreation ground
14.1 Maintenance activity
14.1.1 Update on the work carried out by Scofell
GW had requested that Scofell cut the cemetery field.
14.1.2 Update on any other grounds maintenance across the village
The cemetery overflow field was discussed, following a complaint that it had not been cut (see
above). KH mentioned the maintenance plan that was discussed in 2021 regarding the upkeep
of the hedge & fence & a twice yearly cut, plus the sowing of wildflowers, but this did not
work. Wildflowers could be tried again. The hedge was growing, but must be kept tidy. The
Council are open to ideas & to include this in a new survey. KH to prepare a plan by October.
GW is clearing the orchard path so the contractor will have access. GW to speak to Judy
Mallet. Council authorised spend on thank you flowers.
14.2 Car park improvement options
A working group is to be set up to look further in to options available to create more parking spaces
for the recreation ground/hall. GW to consider further & update at the next meeting.
14.3 Any other updates on the recreation ground
The large football goal nets are still to be fitted. BS to organise. BS is also talking to local children’s
football teams re use of the recreation ground.
- To hear an update on Speed Watch Activities from BH
BH stated that now all road works were complete, he could start the Speed Watch group for Upton &
would update further at the next meeting regarding:-
- Number of people in group
- Signage (now installed)
- Road side set up
- Rota
- To hear an update on Risk Management from NT
Compliance, GDPR & any other risk management updates
NT had issued a draft new approach to the risk assessment document. BH, LM & EC to feedback to NT on its suitability.
- To hear an update on the production & issue of Upton News – NT
Council agreed to include news on the reinstatement of the swings, the Tapas evening & any other suitable
content for next edition of Upton News. Also to consider the worth of a printed version & to include in the
next survey.
- To set the date and venue of the next full council meeting
The next full council meeting will be held on Wednesday 6th September 2023 at 8.00pm in the main
hall in the village hall.
The meeting finished at 10pm.
Appendix A – Actions Points
| No. | Actions from UPC 19.07.23 | When |
| 1. | Clerk to issue revised meetings dates/times to end 2023 | Actioned |
| 2. | BS/NH to draft new village survey | ASAP |
| 3. | Clerk to provide copy of last survey for reference | Actioned |
| 4. | BS to revise & issue updated organisational chart | ASAP |
| 5. | KH to prepare a new planting/maintenance place for the cemetery overflow field | October |
| 6. | GW to speak to J Mallet & organise thank you | ASAP |
| 7. | GW to further consider parking improvements at VH | September meeting |
| 8. | BS to organise replacing football goal nets | ASAP |
| 9. | BH, LM & EC to feedback to NT on risk management draft document | ASAP |
| No. | Actions from UPCX 06.06.23 | When |
| 1. | Clerk to obtain cushion fall quote (post installation of new wooden border) | TBC |
| 2. | BS & GW to review full repair works in adventure play area | ASAP |
| No. | Actions from AGM Meeting May 2023 | By when |
| 1. | BS to create new ToR for the Personnel Committee | July meeting |
| 2. | BH & NT to review Nature Garden ToR | July meeting |
| 3. | NH to look into ‘Events Calendar Working Group’ & report back to BS | July meeting |
| 4. | BS to update & forward to Council the Areas of Responsibility/Role for Councillors | ASAP |
| 5. | BS / Council to look at a Working Group for the Village Survey / Village Welcome Pack / Public Engagement Policy | ASAP |
| 10. | Council to form a Committee to oversee document review & production | July meeting |
| 11. | BS to review meeting dates, times & venue for 2024 & confirm | ASAP |
| No. | Actions from previous meetings | By When |
| 6. | BH to source fencing quotes for replacement of fence at end of recreation ground | This is postponed until further notice. |
| 7. | BS to obtain quotes for chain & post fencing to delineate current overflow parking area. | This is postponed until further notice. |