Minutes of the meeting of the Parish Council
Upton Village Hall on Wednesday 26th June 2024 at 19.00
(Started 19.13 owing to personal reasons)
In attendance: Chairman Ben Shaw
Vice Chairman Neil Thorp (NT)
Councillors David Beckles (DB) Brendan Heneghan (BH) Chris Seelig (CS) Francoise Yates (FY)
Clerk Lisa Heneghan
District Councillor Debra Dewhurst
1. To receive apologies for absence
None received
2. To record any declarations of interests relating to this meeting
None declared
3. Open Forum
Kieron Humphrey arrived 20.07
A query had been raised asking if UPC know if football nets available to put on posts in the rec. It was confirmed they are held by UPC and a message has been posted asking for support from Upton Help Group to put them up. In progress.
A query had been raised asking about the cutting of grass on the path to the church. See below
4. To approve minutes of the Parish Council meeting held on 22nd May 2024
Minutes approved.
5. To welcome Francoise Yates & Chris Seelig as new members of the Parish Council Committee
Welcomed.
6. To agree the appointment of members of sub committees
Item held until after the District Councillor’s report
7. Report from District Councillor
Action
The full report had previously been circulated but three items were flagged:
A. The strategic reservoir outside Steventon. Concern that no modelling in proposal to show what happens if walls were to break. Thames Water are trying to push approval through without public consultation. District Council asked UPC to encourage villagers to get behind it. It was suggested everyone within 30/50 miles should be concerned
B. Climate fund grants have to be in by 30th June. Solar panels on the village hall would qualify. All grants under £100k would receive a straight donation providing there was proof how request would be helping climate. UPC will speak to UVAHT committee with a view to putting in a request.
C. Green Space consultation ends 30th June. Concern expressed that it ignores things like recreation grounds, but this one has parks and playgrounds included.
Return to 6. To agree the appointment of members of sub committees
There are six areas that have consistently had a councillor assigned to oversee: Planning, Playground, Nature Garden/Environment, Village Hall, Treasurer, and Communications
NT happy to retain overseeing Planning
BH will remain with the Village Hall
CS agreed to be responsible for Communications (how UPC communicates with the village and encourage feedback. Items noted – finding a new editor for Upton News, Facebook social group and WhatsApp group – are villagers aware and do they use/know how to use
DC took on the Playground with particular reference made to grass cutting, nature corridors and footpaths
BS – Treasurer
FY took on Nature Garden/Environment. The value for money from nature garden was queried and concern expressed that there is antipathy towards it. There will be an evaluation of money being spent wisely.
20.12 – Kieron Humphrey (KH) arrived.
KH advised he was attending to represent the Nature Garden and as a village spokesperson.
Concern was raised over email communication about the Nature Garden and its impact on a resident villager’s garden. The issue had already been addressed with one small area exception which required access through the villager’s garden. Going forward the issue will be managed accordingly. There was an agreement put in place when the Nature Garden was first created which will be consulted.
It was advised that there is an opportunity coming up to go and select left over plants from Hampton Court Flower Show free of charge – these would possibly be shrubs and equipment but not trees.
FY
An observation was made that footballers have been seen using the Nature Garden as a urinal. KH did not object. It was, however, agreed that it was not appropriate that a nature garden, enjoyed by residents of all ages, should be used in this way and should be discouraged.
There was comment that the village website had not been updated for some time. This is already in hand. In addition, concern was raised that there was no evidence that the Speed Watch activity – which had cost the parish £490 – was happening and queried how UPC decide what to do with precept that demonstrates value for money. It was explained that there had originally been concern from residents about car speeds on the A417. UPC had taken these concerns and acted on it. To then put the activity into action required volunteers but few came forward. However, just as the scheme was getting going, Sustrans installed the crossing lights. These are better than anything to reduce the speed. The situation has continued to be monitored. UPC has spoken to both Harwell and Blewbury who have commented that there is apathy with Speed Watch as when cases are reported to the police, the offender only gets a letter. The speed limit on the A417 through the village is 30mph. The OCC and Police do not support a reduction in this limit. The parish has been asked if anyone would take the Speed Watch programme on but there have been no replies. It has already been proposed that the speed gun be sold.
It was noted that finding documents on the UPC computer is sometimes difficult due to the age of the equipment and previous systems. It was confirmed there is budget available to buy a hard drive backup and/or a new laptop if necessary.
8. Planning
To agree / ratify the Council’s response to the following consultation
P24/V1119/FUL redesignation of existing annexe as independent dwelling. No physical construction proposed
There was no formal response and no objections received. It has existed as a dwelling for a long time and the only change anticipated was possibly new fencing. There was no objection.
9. Finance & Administration
Accounts to 30th May approved
It was noted that there had been significant extra cost of repairing the slide due to vandalism and timbers being stolen
A report was received from a villager on the 25.06.24 that a bottle of vodka had been smashed over end of slide. This has been cleared up including broken glass.
LH
The football team who hire the ground for football training reported to UPC that they had cleared up a pile of litter
It was advised that there is a future considerable expense due for the playground surround and surface top up, but this has been budgeted.
The authorisers of next month’s payments were agreed, payments in May were approved and the bank reconciliation signed.
10. To receive an audit update and next steps
Committee advised that the documentation required was started by Lisa Morgan with Liz Cooper as an advisor. They were incomplete and the clerk is in the process of compiling the required information which is due to be filed by 30th June.
The Accounting Statements as per the AGAR form were approved
11. To receive an update on the village questionnaire
It was agreed the project need a working group. An invite will be put out to create a quantitative survey.
12. To hear any updates on any aspect of the recreation ground including play areas and maintenance
Noted that weeds need spraying where new grass seed was put down. Netting to go up for two weeks after job done to eliminate any (minimal) potential risks
Grass cutting: UPC are working hard on this. The paths, included in the contract, are not being done. Contractor has claimed they couldn’t get to them the first time due to parked cars. The contractors will be invited to the next meeting. A report from them is to be requested. Concerns raised that when the contractor parks at the village hall they take up half the parking spaces and have been seen to reverse their trailer into main road. UPC to look at the copy of the contractor’s liability insurance.
UPC changed contractors as it is the duty to find the best value. Noted that sometimes best value is not always best service. UPC is considering changing the contractor.
Uptonogood: An excellent event was reported, everyone had a great time and puts Upton on the map. There were approximately 500 riders. Nearly all the helpers and stewards came from the village.
Request for use of the Recreation Ground for a Fun Run. This was not considered appropriate as would interfere with regular users’ activities and routes used private land.
NT
13. To agree UPC content for the next issue of Upton News
Village Questionnaire/Survey
Uptonogood open congratulations
Call for leader and volunteers for speedwatch
Vote for The George
14. To confirm the date and venue of the next full council meeting
Next meeting will be held on Wednesday 24th July 2024 at 19.00 in the small meeting room at Upton Village Hall
Meeting declared closed 21.48