UPTON PARISH COUNCIL
Minutes of the meeting of the Parish Council held in the main hall at Upton village hall on Wednesday 22nd November 2023 at 8pm.
In attendance:- Chairman Ben Shaw (BS)
Vice Chairman Neil Thorp (NT)
Councillors David Beckles DB), Graham de Wilde (GW),
Brendon Heneghan (BH), Nicola Hall (NH)
Clerk Lisa Morgan (LM)
District Councillors Debra Dewhurst (DD), Hayleigh Gascoigne (HG)
- To receive apologies for absence
None.
- To record any declarations of interests relating to this meeting
BS- Organised Grime.
- To receive the County Councillor’s report
Update on Calvert maintenance and flooding in Prospect Road/Stream Road
Report received in advance of the meeting and sent to Council.
County Councillor did not attend the meeting so LM will write to her and request update on flooding in
Prospect Road/Stream Road.
- To receive District Councillor’s report
Report received in advance of meeting and sent to Council.
DD explained that she was upset that her email correspondence with BH regarding medical facilities and
planning was published in the Upton News without prior consultation with her. BH outlined that he felt
Upton parishioners would like to know the situation with the progress of the medical facilities due to be
built following all of the development on Great Western and Valley Park.
NH proposed District Councillors are notified before their emails are published. Council voted against
this. BH had published his email as an individual Councillor and not on behalf of UPC. It was agreed to have a further discussion with DD & HG outside of the meeting to find a resolution.
DD & HG explained that the money is ring fenced for the medical centre but it is waiting for the ICB to
request the money to start the plan for the medical centre.
UPC expressed concern that there is still no timeline for the health centre being built and opened.
BH asked for a meeting to be arranged with the Cabinet Member for Health and Finance to discuss the
future plan for health in this area and further infrastructure.
DD & HG agreed to set up a meeting with relevant head of Councils to hear plan of medical centre and at
what stage it is at.
District Councillors and Parish Councillors agreed to continue to work together to try and resolve this
major issue.
- 5. Open Forum
To receive representations from members of the public if present.
(Maximum 15 minutes, 3 minutes per person)
No members of the public present but an email request was received to print 175 copies of the new bus
timetable to be delivered in the village.
Council agreed for LM to print copies and pass for delivering.
- To hear an update from the PCC
The following report was received:-
Remembrance
The annual service of remembrance was on 12th November with a good attendance from the village. We were pleased that a wreath was laid on behalf of the Parish Council.
WC and kitchen installation
The builders have been making very good progress and we are currently expecting the works to be completed on schedule and within budget by early December.
We have been fortunate in that there have been no delays or extra expense brought about by matters which were uncertain at the start of the works – primarily what might be found in the ground when excavations began. No graves were encountered, though the foundations of what appears to have been a small extension to the western end of the church were discovered. A report from the archaeologist is awaited, which will be made available to those interested in village history.
We are planning an official opening event on Saturday, 20 January. Full details will follow in due course.
Now the new facilities are close to completion we are working on plans to make the nave of the church more adaptable for a variety of uses by villagers and organisations.
Christmas
Malcolm Wright is producing a play-reading of ‘The Girl who Saved Christmas’ in the village hall on Saturday, 9th December. Proceeds will go towards the Friends of St Mary’s funds.
There will be regular services on 3rd and 10th December and a crib service for children and families on Christmas Eve at 4:00pm. On Christmas Day the service will be at 9:15am.
Outcome of Village Fete
BS confirmed that the fete committee has agreed to donate £1000.00 to the Parish Council to be put
towards the maintenance of the play equipment at the recreation ground.
- To hear an update from a UVHAT representative on village hall operations
Soakaway proposal for Village Hall
Council unanimously agreed to soakaway proposal from UVHAT. LM to write to UVHAT confirming that
spoil should be removed from site and ground made good after soakaway dug in. Request for ground to
be monitored for 3 years after work completed.
BS confirmed that quotes are being sought for the toilet repair.
Nothing else reported.
- To hear an update from the Nature Garden representative
The following short report was received from Kieron Humphrey:-
There has been periodic maintenance – clearing grass, nettles, etc.
There have been a few late blooms, but largely everything has quietened down. After leaf drop we’ll prune
the fruit and hedges.
NH informed council that Kieron & Rob would like to build a natural Christmas tree structure, from cut
down willow, and place it in the nature garden. They will put solar lights on it.
All of council were in favour of this suggestion. NH will liase with Kieron to ensure structure is safe and
secure.
- To approve the minutes of the Parish Council meetings held on:-
UPC Meeting 6th September 2023
Personnel Committee Meeting 25th October 2023
Finance Committee Meeting 25th October 2023
Note: – Any changes to the minutes need to be agreed by a vote.
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/V1921/FUL Horse & Harrow, West Hagbourne
Change of use of public house to 3 & 4 bed dwellings etc.
Deadline 04.10.23
UPC did not return an opinion as had previously returned no objections
10.2 To note planning permissions/withdrawals received since last meeting
10.2.1 P23/V1636/S73 Land between Upton footpath & Upton byway off Hollow Way
Variation to P22/V2219/FUL planning permission received 09.09.23
10.2.2 P23/V1306/HH Upton Manor, High St, Upton
Internal & external remodelling.
Planning permission received 03.10.23
10.2.3 P23/V1540/S73 Skippets Stables, Mobile Home, Dene Hollow, Chilton
Planning permission received 20.09.23
10.2.4 P23/V1520/HH Wychwood, Newmans Close, Upton
Front & rear dormer windows & extension
Planning permission received 25.10.23
- Finance & Administration (LM)
11.1 To receive an update UPC Finances
11.1.1 Treasurers Account to 31.10.23 £20,707.02
Business Bank Instant Account to 31.10.23 £13,165.68
Total funds available as at 31.10.23 £33,872.70
11.1.2 Council to note National Salary Award has been concluded & will apply to Clerk’s & Dep Clark’s
Salary from November 2023, back dated to April 2023.
11.2 To agree the authoriser for this month’s payments.
BS confirmed that Lloyds has set LM up incorrectly on the account allowing her to set up a
payment and also be one of the authorisers of the payment. The November Scofell Invoice and the
expenses payment to G De Wilde have gone through this way. All Council agreed to pay these two
payments and have noted that they were authorised by the Clerk through no fault of her own.
The set up of LM will be amended with Lloyds Bank.
11.3 To approve payments to be made noted below under the General Power of Competence and within
budgeted amounts
| DATE | Description /Payee | Amount |
| 28.09.23/ 28.10.23 | Clerk & Deputy Clerk’s salary Oct*/Nov
|
Not publicly disclosed |
| 28.09.23/ 28.10.23 | HMRC PAYE Oct 116.00* Nov TBC | £116.00 |
| 28.10.23 / 28.11.23 | Microsoft subscription @£4.90pm | £9.80 |
| 06.10.23 | Scofell grounds maintenance Sept @ £618pm* | £618.00 |
| 12.10.23 | Amazon (Paper for Clerk) | £22.73 |
| 18.10.23 | RoSPA play area annual inspection | £302.40 |
| 18.10.23 | Amazon (Scanner for Clerk) | £132.00 |
| 15.11.23 | Scofell grounds maintenance Oct @618pm | £618.00 |
| 15.11.23 | Graham De Wilde expenses | £61.84 |
| Total | £1880.77 |
* All paid to be ratified
| Receipts | Description | Amount |
| Lloyds Bank | Interest Sept 2023 | £12.28 |
| Lloyds Bank | Interest Oct 2023 | £12.11 |
| Total | £24.39 |
11.4 To sign off bank reconciliation to end October.
Provided in advance of the meeting & BS signed at meeting
11.5 Council to agree/ratify the following recommendations made by the Finance Committee at the
meeting held on 25th October:-
11.5.1 To ratify ToR for Finance Committee
It was agreed to amend the VAT return to annually rather than quarterly.
Unanimously agreed.
11.5.2 Council priorities to the end of the financial year:-
i. New surround for play area
Unanimously agreed. Quotes being obtained for a plastic surround.
ii. Install bollards to recreation ground car park.
5 to 1 in favour installing bollards with a chain to stop cars parking on grass. A key to
access the ground will be given to hirers of the hall if needed and for maintenance of
recreation ground.
iii. One off maintenance work for tidying recreation ground and footpaths.
BS proposed using Scofell to carry out work to remove tree stumps and rubble from side of
Recreation ground. 5 in favour I abstained. Council agreed to BH speaking with Scofell before
going ahead with quote.
BH will speak to Scofell to clarify what they intend to clear and how they will remove stumps.
11.5.3 Council priorities for the next financial year:-
i. Car park extension
ii. Recreation ground fence
These two priorities were from a previous plan and BS proposed putting these on hold until new village
survey has been completed.
Unanimously agreed.
11.5.4 Donations
i. Committee proposed donating £100 to Royal British Legion (BS)
Unanimously agreed.
ii. Request for donation from Home-Start has also been received since meeting
It was felt that UPC could not fund a donation this year. LM will write to Home-Start.
iii. Donation received from Uptonogood
UPC grateful for donation from Uptonogood
11.5.5 Committee ratified UPC Overtime Policy
Unanimously agreed.
11.5.6 Committee agreed the following:-
i. That the Council’s assets & liabilities are sound.
Unanimously agreed.
ii. That the Council’s Risk Management Policy is to be amended as per NT’s previous
recommendations and the format of the document is changed.
Unanimously agreed.
iii. The Council’s insurance is adequate.
Unanimously agreed.
11.6 Following the issue of the draft budget to whole Council, Council to agree to proposed budget &
the proposed precept for 23/34 of £26112.00. This is an increase of 2% from £25k
Council agreed to minor amendments to the wording of the budget and to adding £500 for a
Christmas fund. Including the proposed increase of 2%, there will be a shortfall in the budget of
£3K. Rather than increase the precept further, it was agreed to use funds in the bank account to
meet this shortfall.
BS proposed 2% increase in precept. NT seconded. 4 councillors in favour, 2 against.
Parish Council will balance the shortfall from the Budget with existing funds in bank account.
This was unanimously agreed.
11.7 To hear / agree on any other financial or administration updates
11.7.1 To agree for LM to apply for a Debit Card
Unanimously agreed for LM to apply for a Debit Card.
11.8 Council to agree/ratify the following recommendations made by the personnel Committee at
the meeting held on 25th October:-
11.8.1 To ratify confirmation of LM as new Clerk
Unanimously agreed.
11.8.2 To ratify ToR for Personnel Committee
BS proposed amending ToR as per NT’s recommendation. Unanimously agreed.
LM will amend.
11.9 To hear/agree questions for the Village Questionnaire
BH & NH agreed to draft questions for the Village Questionnaire and will put forward to the
Council for agreement.
- To hear any updates on any aspect of the recreation ground play areas
12.1 Annual RoSPA inspection October 2023
Inspection completed and swings have been repaired as per inspection. Two minor repairs
have been advised. LM contacting ARD for quote
12.2 Adventure play area
12.2.1 Replacement of surround
Awaiting quote.
12.3 Toddler play area
12.4 Pump track
12.4.1 Stinging nettles at back of pump track
Stinging nettles have now been cut back and further work will be carried out over the winter to
remove roots.
- To hear any updates on the maintenance of the recreation ground
13.1 Maintenance activity (all Council members)
13.1.1 Update on the work carried out by Scofell
Work completed by Scofell and all looks neat and tidy.
13.1.2 Update of Blewbury Girls football team & portaloo
Since the meeting, confirmation has been received that the portaloo will be removed
and the girl’s football team will no longer use the recreation ground.
UPC agreed that if a solution can be found for a toilet and parking facility in the
future, further discussions will be arranged with the football team.
Meeting ended at 11.40pm
A further meeting will be held to complete the agenda.