Upton Parish Council Minutes of the Meeting held on 17th January 2024

UPTON PARISH COUNCIL

Minutes of the meeting of the Parish Council held in the meeting room at Upton Village Hall on Wednesday 17^th January 2024 at 8pm.

In attendance:- Chairman Ben Shaw (BS)

Vice Chairman Neil Thorp (NT)

Councillors Brendon Heneghan (BH), David Beckles (DB),

Nicola Hall (NH)

Clerk Lisa Morgan (LM)

County Councillor Sally Povolotsky (SP)

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
Report received in advance of meeting and sent to Council.
SP updated on reservoir plan. Due to change of Secretary of State in November, Thames Water Management Resource Strategy has not been confirmed. SP has written but cannot do anything until plan is released. This should be in Apr/May this year and SP confirmed she is still fighting on this and will keep everyone updated.
SP confirmed she has written to the head of ICB for an update on the Healthcare plan for Great Western and Valley Park. She has requested a meeting with all the heads of the planning & health boards. All correspondence is being copied to councils and SP will continue to chase. DD & HG are also chasing. Once a date has been agreed for meeting SP will meet with UPC and agree questions to be raised.
To receive District Councillor’s report
Report received in advance of meeting and sent to Council.
DD raised the importance of the Joint Local Plan and the Boundary Commission Consultation & urged the Council to get their voices heard. HG stressed that the Joint Local Plan is one of the most important documents that the District Council produces and it is an opportunity for everyone to get their views in to shape the document. NT will publicise the document in the Upton News. There are drop-in sessions to discuss the plan and ask questions. 31^st Jan The Beacon Wantage. 10^th Feb Berro Lounge, Didcot.
HG went on to say that she felt UPC and herself and DD had not resolved the issue from the last meeting in respect of the publishing of her email in the Upton News and had emailed BS & LM stating this. BS had replied to the email confirming he is happy to arrange a separate meeting with them to discuss how they want to move forward. This initial meeting will be DD, HG, BS, LM. HG & DD will contact LM with dates and discussion points. UPC and the District Councillors confirmed they really want to work together. Once the meeting has taken place, BS & LM will go back to Council for a resolution to be agreed.
Open Forum
- To receive representations from members of the public if present.
  (Maximum 15 minutes, 3 minutes per person)
  No members of the public were present.
To hear an update from the PCC
The following report was received:-

St Mary’s WC and kitchen installation

The works are now complete, apart from a few minor fixes and snaggings which are due to be addressed by the builders, Aston Building and Conservation, this week. The works are on-budget.

The opening ceremony, originally planned for 20^th January, is now planned for Saturday, 24^th February. Entertainment will be provided together with drinks and light refreshments. All in Upton will be welcome to attend and the event will be publicised around the village and in Upton News.

We are now working on plans to make the space in the nave more flexible and suitable for a variety of users. Changes are likely to include the replacement of some of the pews with stackable or folding chairs and tables.

Friends of St. Mary’s

This group was set up in 2015 and raises money to support the costs of running and maintaining the church building, the churchyard and cemetery. As well as this primary money-raising aim, FOSM holds social events for Friends.

Now that fund-raising for the WC and kitchen is complete, we aim to encourage further membership of FOSM, especially of people who have moved to the village since 2015. An announcement will be made shortly.

To hear an update from a UVHAT representative on village hall operations
No report but BS updated re soakaway request. BS has spoken to two solicitors re drawing up a license agreement, which can be used for the soakaway and for future work, to ensure work is carried out meeting all safety regulations and includes the removal of waste and continual monitoring of the ground after completion of the work. This agreement was advised by OALC. BS proposed using Surrey Hills Solicitors to draw up the document. Council voted 4 in favour and 1 abstained.
To hear an update from the Nature Garden representative
No report received.
To hear an update on UPC IT
No report. Quotes are being sought for website updates.
To approve the minutes of the Parish Council meetings held on:-

UPC Meeting 22nd November 2023
A question was raised on section 4 of these minutes regarding the publishing of emails. It was agreed to review the minutes and approve them in the next meeting.

UPC Extraordinary Meeting 29^thNovember 2023
Council unanimously approved the minutes were a true record.

Note: – Any changes to the minutes need to be agreed by a vote.

Planning
- To agree / ratify the council’s response to the following consultations
  - P23/V2573/FUL Horse & Harrow, West Hagbourne
    Change of use of land, (associated with planning ref P22/53609/FUL)
    Deadline 12.12.23

UPC returned no objections 07.12.23

0166/23 Chilton Recycling Facility, Chilton re P22/V1914/CM & P23/V2764

Proposed extension to MRF & Waste Transfer Station. Vary condition 5 & allow an additional 12 HGV movements.

Deadline 14.01.24
UPC agreed no objections but with the caveat that if the route requires redirecting, due to weather, a new consultation is issued. Returned 18.01.24.

Council voted 4 in favour & 1 abstained

P23/V2641/HH Finches, Stream Road, Upton

Installation of 1 flat roof dormer to existing loft conversion & roof lights to side elevation.

Deadline 12.01.24
UPC returned no objections on 18.01.24

Council voted 4 in favour and 1 abstained.

P23/V2689/FUL 3 Fieldside, Upton (Previous application P20/V2094/FUL)

Extension to side & rear & sub-division of plot to create new one bedroom dwelling.

Deadline 20.01.24
UPC voted to object to this application noting over development, parking & highway safety. UPC had previously objected to this application when it was passed in 2020.

UPC voted 4 in favour of objecting. 1 abstained.

Objection returned 18.01.24

P23/V2854/HH Maslina, Reading Road, Upton

Construction of a garage, home office & pool house/gym.

Deadline 24.01.24
UPC agreed no objections to this application.

Council voted 4 in favour & 1 abstained.

UPC returned no objections on 18.01.24

To note planning permissions /withdrawals received during the month
None.

Finance & Administration
- To receive an update UPC Finances End of Q3 results
  - Treasurers Account to 31.12.23 £18,517.38
    Business Bank Instant Account to 31.12.23 £13,195.24
    Total funds available as at 31.12.23 £31,712.62
- To agree the authoriser for this month’s payments
  BS advised council that Graham de Wilde, GW, has formally resigned as a Councillor with immediate effect. As GW was a signatory for the bank account BS asked if DB would step in as second signatory with NT. This was agreed.
- To approve payments to be made noted below under the General Power of Competence and within budgeted amounts.

DATE	Description /Payee	Amount
28.11.23/ 28.12.23	Clerk’s salary since last meeting	Not publicly disclosed
01.12.23	Organised Grime Invoice 0007	£294.00
01.12.23	Organised Grime Invoice 0008	£228.00
01.12.23	Organised Grime Invoice 0009	£216.00
01.12.23	Organised Grime Invoice 0010	£270.00
14.12.23	ARD Playgrounds Swing repair	£66.00
14.12.23	OALC Invoice 4513 Finance course LM	£36.00
14.12.23	SLCC Membership LM	£109.00
22.12.23	RoSPA Play area inspection	£302.40
22.12.23	UVHAT Hall hire Qtr 3 & Qtr 4	£20.00
28.12.23	Microsoft subscription	£4.90
Total		£1546.30 (plus salary above)

Receipts	Description	Amount
PCC Donation	Donation from PCC re Fete Proceeds	£1100.00
Lloyds Bank	Interest Nov 23	£14.54
Lloyds Bank	Interest Dec 23	£15.02
Total		£1129.56

To sign off bank reconciliation to end December
Provided in advance of the meeting & BS signed at meeting.
To hear an update on the village questionnaire.
BH confirmed he will draft the questions into a survey format and get it into the Upton News, with NT & BS’s help. Aiming for the February edition of Upton News.

To hear any updates on any aspect of the recreation ground including play areas and maintenance.
- Play area inspection and repairs required following inspection.
  LM confirmed the next inspection is due in March. Council agreed for LM to book this inspection.
  Council agreed to discuss repairs of play equipment, which was raised in December inspection, in February meeting.
- Pump Track and clearance work
  BH had obtained a quote for work to be carried out over Christmas holiday. This was not agreed so BH will need to ask for another quote. It was agreed to discuss this in March meeting.
- Update on removal of football equipment from garage & removal of Portaloo
  All football equipment has been removed from the garage and the key has been returned. The Portaloo has also been removed.
- Current maintenance contracts & bin collection contracts
  It was agreed to obtain quotes for these contracts. LM will arrange.
- Biodiversity Policy
  It was agreed to discuss this in future meetings. Council are aware that a Biodiversity Policy is required.
- Any other updates on the recreation ground
  A litter pick will be organised for volunteers in the village. NH will arrange a date which is most popular with volunteers and organise equipment needed. Biffa will be carrying out a separate clean up of the village. It was suggested they clean up the areas that are inaccessible or dangerous for the volunteers.
To hear an update on Speed Watch Activities from BH
BH confirmed he has returned all the speed watch equipment to the Police.
To hear an update on the production & issue of Upton News – NT

Agree content for next edition of Upton News
It was agreed to put in details of the Litter Pick. NH will confirm details to NT
Questionnaire details also to be added this month.

To set the date and venue of the next full council meeting

Next full council meeting will be Wednesday 28^th February 2024 at 8.00pm, in the main hall, Upton Village Hall.

Meeting ended at 9.30pm.