Upton Village

South Oxfordshire

Minutes of the meeting of the Parish Council 22.01.2025

UPTON PARISH COUNCIL

MINUTES of the meeting held

22nd January 2025

In attendance: Chair Ben Shaw (BS)

Councillors David Beckles (DB) Brendan Heneghan (BH) Chris Seelig (CS) Francoise Yates (FY)

Clerk Lisa Heneghan

  1. Apologies for absence

Hayleigh Gascoigne

Ben Shaw expected late BH agreed to act as temporary Chair

  1. Declarations of interests relating to this meeting

None

  1. Open Forum

No public present

  1. Minutes of the Parish Council meeting held on 18th December 2024

Approval proposed by DB. CS seconded. All in agreement

  1. Planning

5.1 VWHDC enforcement on VE24/201 (Wattle Farm) update: Communication received from a villager who had contacted Principal Planning and Landscape Officer North Wessex Downs National Landscape noted. The owners have been given opportunity to make a retrospective application. Further information awaited.

5.2 Approval granted on application P24/V2307/HH – Lavenda House, Fieldside. Noted.

  1. Village matters:

6.1 Salt previously delivered is the responsibility of the Parish Council and will not be removed by OCC. Orders need to be in by Sept for delivery Oct 2025.

6.2 The consideration for a lengthman cannot be done until the next financial year but it will go in next budget as agreed a good idea

6.3 The quote received for implementing the village survey was competitive in light of the lack of other quotes forthcoming. DB had tried to generate interest from the university but time scale is too long. Other companies would only do online style and agreed personal contact is essential. Proposed by BS to approve the quote, seconded by FY – all in agreement.

6.4 Plans for implementing closing the Recreation Ground gates progressed. Proposed policy amended and to be distributed to relevant parties. The padlock will have a universal key. A sign to be made for the ground itself to be put in place as soon as possible advising the new plans. Us of parking clamps would be last resort and only in desperate measures. Overall proposal, 3 voted for, 2 abstained. The matter will be reviewed on a monthly basis. Meanwhile, BH to get quotes for sleepers to prevent driving on grass.

  1. Finance & Administration

7.1 The authorisers for January/February payments. BS & DB Lloyds Bank to be chased to progress additional authorisers.

7.2 All payments made in the last month agreed in budgeted amounts. Unanimous

7.3 The Treasurer’s Account has become a Community Account and will incur monthly charges. Noted. FY to see if Co-Op Bank still have ‘not for profit’ organization free accounts

7.4 Bank reconciliation to end of December 2024 signed off. Agreed funds to be transferred to reserve account All approved

7.5 Discussion with The George re contribution for broken marquee poles will take place sometime in the spring and before the 2025 Uptonogood.

7.6 Marquee hiring costs reviewed. Historically had been £50/wk. Going forward all agreed that private use should be distinguished from business. Private Hire for parishioners will be £100 for a Friday evening to Monday morning hire. Longer term hire on request. Village to be advised in Upton News.

7.7 The precept request for 2025/26 has been approved.

  1. Updates on any aspect of the recreation ground including play areas and maintenance.

8.1 Proposed container purchase on hold pending BH discussion with Uptonogood team. BH has offered a small trailer on which a metal cover could be put to store the marquee. Situation to be reassessed in March.

8.2 The vandal damage to fencing has been dealt with

8.3 BH will take over the TFM relationship BH will have a Service meeting and then get a formal agreement.

8.4 ARD issued a report following the recent playground inspection. It has previously been agreed that replacement surface for the play area should be ordered and paid for now but request delivery in April when it is hoped the ground will not be damaged by heavy vehicles. Further agreed the Committee would take it in turns to rotovate the surface. Peter McLaughlin has offered to donate his rotovator. Replacement of the blue bench to be considered at a future date. FY & CS are going to do a walk round of the Trim Trail and report back on those areas of improvement that the ROSPA report highlighted.

8.5 A risk to public safety are three trees in the ground, one near the pump track, one close to a resident’s house and a third in the Nature Garden. There is a fourth tree that should also be reviewed. BH has obtained one quote to have the trees removed, BS to request a second quote. Third quote also to be obtained.

  1. IT situation: .gov email and website

A .gov website has been secured at a cost of £10 and the Clerk now has full access to Microsoft. The next stage to be progressed. BS proposed a meeting with the current website host and to consider their offering alongside that put forward by SLCC. Update at the next meeting.

  1. Confidential session

Parking charges are going to be discussed with UVHAT. Parking will not be allowed on the grass area in winter months. There will be a deposit going forward for parking on the grass area and a fee will continue to be charged for using the grass area for facilities such as a Bouncy Castle.

  1. The next full council meeting

will be Wednesday 26th February 2025 at 19.00 in the meeting room, Upton Village Hall.

MEETING CLOSED AT 21.20