UPTON PARISH COUNCIL

18^th April 2025

To: All Members of the Council

You are hereby summoned to attend a meeting of the Parish Council to be held in the small meeting room at Upton Village Hall on Wednesday, 23^rd April 2025 at 19.00.

Members of the public and press are welcome to attend. Please inform the Clerk at least 24 hours prior to the start of the meeting, as numbers may be restricted.

Signed

Benjamin Shaw

Clerk to Upton Parish Council (parish.clerk@uptonvillage.co.uk)

AGENDA

1. To receive apologies for absence

2. To record any declarations of interest relating to this meeting

3. Open Forum

3.1 To receive representations from members of the public if present.
(Maximum 15 minutes, 3 minutes per person)

3.2 To hear a request from Ashleigh Simms for the hire of the recreation ground for football training

4. To approve the minutes of the Parish Council meetings held on 19^th March 2024

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

5. Planning

5.1 to hear application Planning Consultation – P25/V0811/HH – Erection of detached outbuilding to provide enclosed storage for garden equipment, carport and log store Tadcombe Bank Farm Hollow Way Upton Didcot OX11 9SW

6. To review village matters:

6.1 To hear the update village survey.

6.2 To hear of any interest from villagers in being first aid trained and to commit to being on the village emergency plan. – (Alun Griffiths & Mark Yates)

7. Finance & Administration

Treasurer’s Account to 31/03/25 £21,008.56

Business Bank Instant Account to 31/03/25 £12,969.60
Total funds available as at 31/03/25 £33,978.16

7.1 To agree on the authorisers for next month’s payments.

7.2 To approve payments made below within budgeted amounts.

DATE	Description /Payee	Details	Amount
03.03.25	Grumbolds	Training	150.00
03.03.25	Clerk	salary	1225.26
11.03.25	Clerk	salary	812.40
18.03.25	Lloyds Bank	Bank charges	4.25
24.03.25	Krystal Hosting	domain fee	9.59
27.03.25	Microsoft SO	online services	4.90
27.03.25	Bibby Commercial	Ground maintenance	346.50
28.03.25	OALC	training	216.00
28.03.25	Microsoft SO	online services	10.30

Receipts	Description	Amount
10.03.25	Interest	£9.94
Total		10.99

7. 3. To sign off bank reconciliation to end of March 2025.

   4. To hear if an alternative bank has an account exempt of charges for a Council organisation -FY

   5. To note the 2024/25 Upton Parish Council Budget – See Attachment

   6. To authorise the Expenses Claim of Benjamin Shaw

8. To hear any updates on any aspect of the recreation ground, including play areas and maintenance.

8.1 To hear of repairs made to items in the playground, whether or not the most recent inspection has yet taken place and decide future measures.

Proposal for consideration – Playground Surfacing Material and Installation Method

Proposal: FY

The Parish Council is requested to consider and decide on the preferred surfacing material and method of installation for the playground.

Background: The current surfacing of the playground requires renewal. Two suitable options have been identified for supply and delivery:

1. Playground Bark

   • Quantity: Approximately 50m³

   • Cost: £5,995.00 (supply and delivery only)

2. Woodchip

   • Quantity: Approximately 50m³

   • Cost: £5,745.00 (supply and delivery only)

Both options are compliant with safety and usage requirements.

Installation Options:

1. Volunteer Installation

   • Volunteers would assist in distributing the surfacing material.

   • This would be cost-effective but would require:

     • Confirmation of insurance coverage for volunteer activities.

     • Coordination and commitment from volunteers to ensure timely and safe installation.

2. Professional Installation

   • Installation by the delivery company.

   • Additional cost: £1,685.00

   • Benefits include reduced liability and ensured efficiency and quality of installation.

Decision Required:

1. To select the preferred surfacing material:

   • Option A: Playground Bark (£5,995.00)

   • Option B: Woodchip (£5,745.00)

2. To decide the method of installation:

   • Option A: Volunteer Assistance (subject to insurance and availability)

   • Option B: Professional Installation (£1,685.00 additional cost)

Council is asked to consider and approve the preferred material and installation method so that arrangements can proceed accordingly.

8.2 To agree or otherwise, request from ladies’ football group to reinstate weekly use of the football pitch and possible use at weekends.

• Review request from ladies’ football team

Request from AS Football Development to Use Recreation Ground

Proposal: FY

The Parish Council is asked to consider a request from Ashleigh Simms, representing AS Football Development, for the use of the recreation ground for football training sessions during the summer.

Background: Ashleigh Simms previously introduced themselves to the Council during summer 2024 when AS Football Development ran football training sessions at Upton. Ashleigh has now requested to speak at the April Parish Council meeting to outline plans for using the pitch again in 2025.

Request Details:

• Use of the pitch twice weekly (Thursday and Friday evenings) for approximately one hour per session.

• Continuation of the ‘no parking on Station Road’ policy.

• Access to toilet facilities during training sessions.

• Potential additional use of the pitch on early Sunday mornings until September.

Considerations for Council Discussion:

1. Pitch Hire Fee

   • Should a fee be charged for the use of the field?

   • Should fees align with those previously charged or be reviewed in light of current costs?

2. Parking Management

   • Are there any anticipated issues or concerns regarding parking arrangements?

   • How will these be managed to avoid disruption to local residents?

3. Toilet Facilities

   • Can access to toilet facilities be arranged?

   • Are there any necessary provisions or responsibilities the group must adhere to?

4. Usage Agreement

   • Should formal conditions be set relating to maintenance, litter management, and general responsibility for site use?

8.3 To ensure final conclusion of previously proposed container purchase. – CS

8.4 To hear update in regard to the Nature Garden – FY

8.5 To vote on a Request to Allow Limited Camping on the Recreation Ground (Post-Cycle Event)

Background:
The organiser of the upcoming cycling event, Bob, has received several enquiries from participants about the possibility of camping on the Recreation Ground following the event. While camping will not be publicly advertised, he is seeking permission from the Parish Council to accommodate a small number of campers upon request.

Proposal Summary:

• Camping would be permitted for a limited number of individuals who enquire directly.

• No tents to be erected before 4:00pm on Saturday to avoid interference with the event’s finish.

• Campers would be directed to the far end of the Recreation Ground.

• Facilities limited to the outside tap at the hall and temporary toilets hired for the event.

• Campers must remove all rubbish before departure.

Options for Council Resolution:

Option A: Approve the request for limited camping as proposed, with the conditions outlined above.
Option B: Approve the request with additional stipulations (to be discussed and agreed during the meeting).
Option C: Decline the request and confirm that overnight camping is not permitted on the Recreation Ground.

8.6 Consideration of Materials for Security Posts and Ground Bordering at the Recreation Ground

Proposal:

Following the Council’s decision to install folding security posts and additional bordering at the recreation ground, three product options for each category (security posts and sleepers) have been identified as suitable and available for purchase in the UK.

Security Posts – Options for Consideration:

1. Autolok KFP2 Folding Parking Post

   • Description: 70 x 70mm hollow section steel, zinc-plated for corrosion protection, hinged action with high-security discus padlock.

   • Height Above Ground: 730mm

   • Ground Clearance When Folded: 70mm

   • Price: £108.18

2. Bulldog GA80 Fold Down Security Post

   • Description: 50 x 50mm hollow section steel, 3mm thick, bright yellow powder-coated finish, includes hardened shackle and stainless steel padlock.

   • Height Above Ground: 710mm

   • Ground Clearance When Folded: 70mm

   • Price: £88.33

3. Sentinel SS-6 Fold-Down Winged Post

   • Description: 70 x 70mm steel post with 3mm thickness, includes side wings (380mm wide), bright yellow powder-coated finish, secured with discus padlock (not included).

   • Height Above Ground: 720mm

   • Ground Clearance When Folded: 90mm

   • Price: £158.40

Sleepers – Options for Consideration:

1. 1st Grade Reclaimed Pine Railway Sleepers

   • Size: Approx. 2.6m (L) x 250mm (W) x 150mm (H)

   • Price: £28.80 (incl. VAT)

   • Supplier: David’s Timber Ltd

2. Recycled Mixed Plastic Beam Sleeper 210 x 155

   • Description: Rot-proof, maintenance-free, sustainable material

   • Price: £163.22 – £176.29

   • Supplier: Kedel Ltd

3. Treated Softwood Railway Sleepers

   • Size: Commonly 2400mm x 200mm x 100mm

   • Description: FSC approved, Tanalith treated for durability

   • Price: From £38.50

   • Supplier: Celtic Timber

Council Considerations:

• Which security post model offers the best balance between price, durability, and visibility for our needs?

• Which sleeper option is most appropriate in terms of cost, appearance, and environmental sustainability?

• How many units of each material will be required for the proposed installation?

Council is asked to review the proposed materials and agree a preferred supplier for each item, so that the installation project can proceed without delay.

9. To hear progress on IT situation: .gov email and website – Clerk BS

10. To vote on a formal reply to the request for Use of Recreation Ground for Overflow Parking – Private Function (11th May 2025)

Proposal:

The Parish Council is asked to consider a request from a parishioner, Caroline Prance, regarding the use of the recreation ground as an overflow parking area during a private function at the Village Hall on 11th May 2025.

Background: Caroline has been in contact with the Village Hall booking representative and has noted that the overflow parking area (grass area) is currently not authorised for use. She has approached the Council to enquire whether an exception can be made, given that alternative parking arrangements (such as with the George and Dragon pub) are unavailable due to expected business levels.

Request Summary:

• Permission to use the recreation ground for overflow parking on Saturday, 11th May 2025.

• Assurance that guests will be asked to park responsibly and that a message will be issued via the village group.

Considerations for Council Discussion:

1. Ground Conditions

   • Assess whether the weather and ground conditions are likely to be suitable to allow vehicle access without risk of damage.

2. Precedent and Fee

   • Consider whether a usage fee should be applied, as has been the case for similar requests in the past.

3. Access and Safety

   • Discuss any requirements for signage, marshals, or risk assessments for safe and responsible parking.

4. Communication and Approval

   • Determine who will liaise with the event organiser and ensure conditions of use are clearly communicated and agreed upon.

Council is requested to review and decide whether to grant permission for this one-time use of the recreation ground for parking, subject to ground conditions and any applicable fees or conditions.

11. To agree any contributions to Upton News for April

12. To agree if Upton Parish Council should promote the Annual Parish Meeting – Wednesday 7th May

Purpose:
To consider the approval of promotional materials and methods to encourage attendance at Upton’s Annual Parish Meeting.

Background:
A draft community message has been prepared to invite residents to the Annual Parish Meeting, aiming to highlight key topics and encourage broad engagement.

Proposal:

Printed Leaflet:

To approve the printing and distribution of a leaflet containing the message below to all households in the parish.

Estimated cost to be confirmed, subject to number of leaflets and printing quotes.

Social Media Promotion:

To approve the use of the Parish Council’s communication channels (e.g., website, Facebook, WhatsApp group) to post a shortened and visually engaging version of the message for wider reach and community sharing.

Proposed Message Content:

Let’s talk about the things that matter to you.
This is your village, your voice, and your chance to help shape Upton’s future.

Whether it’s:
Roads, potholes, and traffic
Car parking, security, or cycle paths
Wildlife, trees, flooding, or footpaths
Planning, power cuts, or playing field fencing
Community groups, the nature garden, or a village WhatsApp group…

No topic is too big or too small.
If it affects Upton, we want to hear about it.

Come along, share your thoughts, meet neighbours, and be part of the conversation.

Together, we can help make Upton even better.

We look forward to seeing you there!
Wednesday 7th May | 7:00 PM | Upton Village Hall
Refreshments provided!

Decision Required:

Does the Council approve the printing and distribution of the A5 leaflet?

Does the Council approve the social media promotion of the Annual Parish Meeting?

13. To confirm the date and venue of the next full council meeting

The next full council meeting will be the Parish Council Annual Meeting on Wednesday, 28^th May 2025 at 19.00 in the meeting room, Upton Village Hall.