UPTON PARISH COUNCIL

22^nd May 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 28^th May 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

To receive apologies for absence
To record any declarations of interests relating to this meeting
To elect the Chairman of the Council for the Municipal Year 2025/26
- Signing of Chairman’s Declaration of Acceptance of Office
To elect the Vice-Chairman of the Council for the Municipal Year 2025/26
- Signing of Vice-Chairman’s Declaration of Acceptance of Office
To receive declarations of interest and review members’ Register of Interests
- Reminder to councillors to review and update their register of interests
To confirm eligibility and resolve to adopt the General Power of Competence (if criteria are met)
To Hear Questions and reports from District Council
To Hear Questions and Reports from County Council
Open Forum

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

To approve the minutes of the Parish Council meetings held on 23^rd April 2025

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

To appoint members to Committees and Working Groups
Finance Committee x 3
b. Personnel Committee x 3
c. Nature Garden Liaison Councillor x1
d. Upton Village Hall Amenities Trust Representatives x2
To appoint the Internal Auditor for the 2025/26 Financial Year
To confirm standing orders and financial regulations
To confirm the Internal Financial Control Procedure
To agree the Clerk’s authority to redact personal data (e.g. signatures) from the published version of the AGAR
To receive the Internal Auditor’s Report and Review of Effectiveness
To consider and approve the Annual Governance Statement 2024/25 (AGAR Section 1)
To consider and approve the Accounting Statements 2024/25 (AGAR Section 2)
To consider and approve the draft Statement of Accounts 2024/25
To review bank mandates (as checked by RFO)
To approve renewal of annual insurance policy
To confirm Council meeting dates for the 2025/26 year

To review and adopt the following Council policies

Standing Orders
Financial Regulations
Code of Conduct
Internal Financial Control Policy

Planning

To note that there were no applications for review

To review village matters:
Village Survey – Process confirmed to begin in June
Emergency Plan & First Aid

Book first aid training for Alan Griffiths and Chris. Most appropriate Course appears to be https://www.sja.org.uk/courses/workplace-first-aid/specialist-high-risk-training/first-responder-on-scene/ £695 + VAT per person

Playground Surfacing

Wood chippings delivered on site due to be spread by Plymouth Bretheren Insured Volunteers 31^st May 2025

Ladies Football Agreement

Ashley Simms to confirm training times with UVHAT and inform the Parish Council. Draft formal agreement including all terms (fees, conditions, termination clause) sent to Mr Simms awaiting Confirmation from Mr Simms on start date.

Storage Container

Clerk has written to SSE awaiting response as of the minutes being sent out.

Nature Garden

Action: Francoise to distribute update and activity plan by May AGM.
Action: Councillors to review and vote on proposed plan.
Responsibility: Francoise & all councillors.

Camping Request – Post-Cycle Event

Action: Clerk to confirm insurance and conduct a risk assessment. Email sent to MR Lott and Tibbets requesting these items be delivered to Council before the meeting in May.

Recreation Ground Bordering & Security

Action: BH and CS to measure boundary and send details to councillors.
Action: Clerk to obtain and circulate quotes with recommendations for council vote. See attached.

IT Systems Update

Action: Clerk to ensure all Cllrs activate .GOV email accounts by end of April.
Action: CS and BH to lead website migration project and report back with costs/options.

9.1 Integration of Upton News Calendar with Village Website

Purpose:

To ensure continuity and ease of information sharing following the handover of website responsibilities, this proposal recommends that Upton Parish Council formally approach the editor of Upton News to request permission to integrate or share their calendar on the Upton Village website.

Background:

Mike Brown, who has maintained the Upton Village website since 2007, has announced his retirement from the role due to ongoing health issues. Mike has kindly agreed to continue supporting content updates through June and July 2025 to ease the transition to a new website administrator.

As part of the transition, there is a need to ensure that calendar functions on the website are maintained and updated. Mike and Peter McLaughlin have noted that the current website calendar may be linked to a Google-based system, but the login details and ownership of this calendar remain unclear.

Given that the Upton News is a primary source of local event information, and already maintains a robust schedule of local activities, a collaborative approach could improve efficiency and ensure consistency across platforms.

Proposal:

That the Parish Council:

Formally writes to the editor of Upton News to:
- Request permission to either link to or embed their existing calendar into the Upton Village website.
- Explore opportunities for shared management of event listings between the Parish Council and Upton News editorial team.
Ensure any integration meets data privacy and accessibility standards and provides a smooth user experience for residents accessing the website.
Authorise the Clerk to liaise with Peter McLaughlin and the Upton News team to determine technical feasibility and implement the integration upon approval.

Rationale:

Maintains a single, reliable source of local event information.
Reduces duplication of effort for website and newsletter editors.
Enhances visibility of community events to residents and visitors.
Supports a smooth transition in website content management.

Recommendation:

That Upton Parish Council approves this proposal and delegates authority to the Clerk to proceed with contacting the editor of Upton News and coordinating integration of the calendar feature.

Overflow Parking – Incident Response

Action: Clerk to draft letter to UVHAT regarding unauthorised parking.
Action: Chair to review, approve, and send the formal letter.
Action: Chair to arrange post-UVHAT AGM meeting with UVHAT Chair.
Action: Request UVHAT enforce deposit withholding for breaches.
Action: Install temporary “No Parking on Grass” laminated signage.

Annual Parish Meeting (7th May 2025)

Action: Produce printed promotional leaflets.
Action: Promote on social media.

To consider resident complaints regarding recreation ground misuse

Request for Signage at Upton Recreation Ground – No Horses Without Prior Approval

Submitted by: Resident H

Date: 18th May 2025

Details:
Resident H has formally requested that the Parish Council consider installing a clear sign at the entrance to Upton Recreation Ground stating that no horses are permitted on the recreation ground without prior approval. This request arises from repeated incidents involving unauthorized horse access by Travellers, including a confrontation on 18th May 2025 where a Traveller refused to vacate the grounds and argued that no such restriction was displayed in writing.

The proposed signage would support enforcement efforts and help prevent future misunderstandings or unauthorised use.

Requested Action:
To discuss and agree whether to approve and install appropriate signage at the recreation ground entrance stating:
“No horses permitted on this recreation ground without prior written approval from Upton Parish Council.”

Details:
Resident T has formally requested that Upton Parish Council take action regarding recent incidents of waste being burned on or near the field behind The George Public House. The resident reports multiple occasions where waste, including potentially hazardous materials, has been set alight—raising concerns over public safety, air quality, and compliance with local environmental regulations.

The request specifically calls for the Council to report the matter to the Environmental Health department and Planning Enforcement at the Vale of White Horse District Council for investigation. T further encourages the Council to advise other residents to report such incidents to the relevant authorities to strengthen the case for enforcement and discourage future occurrences.

Requested Action:
To discuss and agree whether to:

Formally report the incidents to Environmental Health and Planning Enforcement
Encourage residents to submit individual reports

Finance & Administration

Community Account (Previously Treasurers Account) to 31/05/25 £16492.34

Commercial Instant Access Account (Previously Business Bank Instant Account) to 31/05/25 £29,414.81
Total funds available as at 01/02/25 £45,907.15

8.1 To agree the authorisers for next month’s payments.

8.2 To approve payments made below within budgeted amounts.

Transaction Date	Transaction Description	Debit Amount
30/04/2025	UPTON PARISH COUNC Internal Transfer Reserves Oct 2024	25.39
28/04/2025	MICROSOFT	10.3
28/04/2025	MICROSOFT	4.9
22/04/2025	Bank Charges Lloyds	4.25
07/04/2025	KRYSTAL HOSTING – Domain emails	9.59
07/04/2025	UPTON PARISH COUNC Internal Transfer Reserves Oct 2024	16407.81
07/04/2025	KRYSTAL HOSTING LT – Website	84
02/04/2025	PLAYSAFETY LIMITED Inspection of Play Area	318
02/04/2025	Clerk Salery WFH LH	969.68
02/04/2025	BIBBY COMMERCIAL F – Grounds Maintenance	471.3
Total		18305.22

Receipts	Description	Amount
03/04/2025	VWHDC ACCOUNTS PAY NA – Half Precept	13709
02/04/2025	COMPLAINT Bank Compensation	80
09-Apr-25	INTEREST (GROSS)	12.01
Total		13801.01

8.3To sign off bank reconciliation to end of April 2025.

8.4To review all Standing Orders and approve

To hear any updates on any aspect of the recreation ground including play areas and maintenance.
To hear update in regard to the Nature Garden
To hear progress on IT situation
Neighbourhood Speed Watch – Volunteer Participation and Next Steps

Background:
Following the Annual Parish Meeting, residents Mr. and Mrs. Geoff Daw have expressed interest in joining the Neighbourhood Speed Watch initiative. Both are willing to undertake the necessary training and participate actively in monitoring and reducing vehicle speeds along the A417 through Upton.

Proposal:
To confirm the Parish Council’s intended approach for establishing or supporting a Neighbourhood Speed Watch team and to discuss the next steps, including:

Volunteer coordination and recruitment
Training requirements and arrangements
Equipment and support from Thames Valley Police
Communication with interested residents

Recommendation:
That the Parish Council confirms its support for the initiative and agrees on the next steps for implementation, including a response to the interested volunteers.

To vote on proposal to write to UVHAT and to SSEN to apply for Grant – See Appendix A
To address the Concerns Regarding Development at Warren Piece – See Appendix B
To agree any contributions to Upton News for April
To confirm the date and venue of the next full council meeting

Next full council meeting will be Wednesday 25^th June 2025 at 19.00 in the meeting room, Upton Village Hall.

Appendix A

Cover Letter: SSEN Powering Communities to Net Zero Fund Application

Upton Parish Council
Benjamin Shaw, Clerk & Responsible Financial Officer
Upton Village Hall
Email: parish.clerk@uptonparishcouncil.gov.uk
Tel: 07874 944672 / 01235 850308

[Date]

To Whom It May Concern,

Re: Application to the SSEN Powering Communities to Net Zero Fund

On behalf of Upton Parish Council, I am pleased to submit our application to the SSEN Powering Communities to Net Zero Fund for consideration. Our proposed project, titled “Upton Community Resilience & Low-Carbon Energy Hub Project,” seeks £30,000 in funding to deliver a combined emergency preparedness and renewable energy upgrade at our central community asset, the Upton Village Hall.

This dual-purpose initiative will improve our village’s physical and environmental resilience. The installation of solar PV panels with battery storage, alongside a new suite of emergency equipment and community readiness training, will enable us to create a designated Community Resilience Hub. The hub will offer warmth, power, and basic services during severe weather or outages, while significantly reducing the building’s carbon footprint.

Upton is a small rural village located within SSEN’s southern central England licence area. As power disruptions during storm events become more common, this investment would significantly improve the security, sustainability, and preparedness of our local community.

We are confident that this project is a strong fit with the criteria and aims of the fund and would welcome the opportunity to speak further if required. Supporting documents including a detailed proposal, project timeline, and budget breakdown are attached.

If you require any further information, please do not hesitate to get in touch using the contact details above.

Thank you for your time and consideration.

Yours sincerely,

Benjamin Shaw
Clerk & Responsible Financial Officer
Upton Parish Council

Draft Proposal: SSEN Powering Communities to Net Zero Fund

Applicant: Upton Parish Council
Project Title: Upton Community Resilience & Low-Carbon Energy Hub Project
Grant Amount Requested: £20,000

Project Summary:
Upton Parish Council seeks funding from the SSEN Powering Communities to Net Zero Fund to establish a dual-purpose project that enhances both the physical and environmental resilience of our rural community, while supporting the adoption of low-carbon technologies at a key public facility: the Upton Village Hall.

This proposal includes:

Installation of solar PV panels and battery storage at the village hall to provide renewable energy and backup power in the event of power outages.
Purchase of emergency resilience equipment, including a portable generator, flood lighting, and warm blankets, to support community needs during extreme weather or prolonged outages.
Creation of a Community Emergency Hub based at the village hall with basic provisions and access to power and communications during disruptions.

Justification and Need: Upton is a small, rural village in South Oxfordshire. Power cuts during storms or high winds are increasingly common, and the village lacks a formal emergency shelter or backup power supply.

By enhancing the village hall to serve as a resilience hub powered by low-carbon energy, this project will ensure residents have access to a warm, powered, and safe environment during outages while also reducing carbon emissions from a well-used community asset.

Project Objectives:

Increase Upton’s preparedness for power outages and extreme weather
Reduce the carbon footprint of the village hall through renewable energy
Create a designated resilience space for the community
Support the SSEN fund goals of improving environmental and energy resilience

Project Activities and Timeline:

June–July 2025: Finalise supplier quotes and energy audit; purchase emergency equipment
August 2025: Install solar PV and battery storage system
September 2025: Train local volunteers in emergency protocols and promote community awareness
October 2025 onwards: Ongoing use and promotion of the resilience hub

Budget Estimate:

£23,000 – Solar PV and battery storage system
£2,000 – Portable generator (low-emission or hybrid)
£1,500 – Emergency supplies (blankets, LED lights, hot water urns, signage)
£3,000 – Installation costs and electrical upgrades
£500 – Project management, volunteer training, and communications

Total: £30,000

Community Impact:

A safer, more resilient environment during outages or emergencies
Ongoing carbon savings through use of solar energy
A long-term community resource with clear, measurable benefits
Strong engagement with residents through preparedness efforts

Organisational Details: Upton Parish Council is a not-for-profit local authority and a custodian of Upton Village Hall, working to improve local facilities and community resilience. A governing document and bank statement can be provided upon request.
Contact for Application:
Benjamin Shaw
Clerk & Responsible Financial Officer Upton Parish Council

Appendix B

Upton Parish Council
Proposal: Response to Concerns Regarding Development at Warren Piece

Date: 28.05.2025
Proposed by: Cllr Brendan Heneghan

Purpose

To formally acknowledge concerns raised by residents and landowners regarding potentially unauthorised development at Warren Piece, Upton, and to propose a coordinated Parish Council response to ensure appropriate enforcement action is pursued.

Background

Recent correspondence has highlighted concerns regarding alleged unauthorised use of land at Warren Piece (specifically Plot 21), including siting of a caravan and use of the land for motorcross activities. A resident, Ms Valerie Andrews, contacted the Vale of White Horse District Council Planning Enforcement Team in August 2024, but it is unclear whether the enforcement process has been concluded.

Upton Parish Council was not formally contacted at the time of the original complaint, but has since been informed via forwarded correspondence and is now in a position to respond.

Proposal

That Upton Parish Council:

Formally acknowledges the concerns raised regarding Warren Piece and commits to supporting enforcement action against unauthorised development.
Requests confirmation from Vale of White Horse District Council regarding the current status of any enforcement case(s) associated with Plot 21, Warren Piece.
Invites Valerie Andrews and any other concerned landowners to share relevant correspondence with the Council to support our enquiries and actions.
Requests that the Clerk log and maintain a record of all relevant communications regarding Warren Piece to ensure proper documentation.
Writes formally to the Planning Enforcement Team at Vale of White Horse to:
- Reaffirm the Parish Council’s interest in the matter
- Request updates on ongoing or previous enforcement cases
- Offer assistance in monitoring future activity on the site
Liaises with Chilton Parish Council, as the matter may also involve joint jurisdiction or overlapping concerns.
Publishes a short notice to residents, encouraging the reporting of unauthorised land use or environmental concerns within the parish.

Recommendation

That the Parish Council adopts the above proposal and authorises the Clerk and Chairman to take the necessary actions, including correspondence and liaison with relevant parties.

Appendix C

Full Parish Council – in the meeting room	Wednesday 25^th June 7pm
Full Parish Council – in the meeting room	Wednesday 23^rd July 7pm
Full Parish Council – in the meeting room	Wednesday 24^th September 7pm
Finance Committee Meeting – in the meeting room	Wednesday 15^th October 7pm
Full Parish Council – in the meeting room	Wednesday 29^th October 7pm
Full Parish Council – in the meeting room	Wednesday 26^th November 7pm

UPTON PARISH COUNCIL
Meeting Dates 2026

All meetings will be held in the small meeting room in the village hall unless otherwise stated

Meeting	Date / Time
Full Parish Council	Wednesday 28th January, 7pm
Full Parish Council	Wednesday 25th February, 7pm
Full Parish Council	Wednesday 25th March, 7pm
Full Parish Council	Wednesday 22nd April, 7pm
Annual Parish Meeting – in main hall	Wednesday 6th May, 7pm
Annual Parish Council Meeting	Wednesday 27th May, 7pm
Full Parish Council	Wednesday 24th June, 7pm
Full Parish Council	Wednesday 22nd July, 7pm
Full Parish Council	Wednesday 23rd September, 7pm
Finance Committee Meeting	Wednesday 14th October, 7pm
Full Parish Council	Wednesday 28th October, 7pm
Full Parish Council	Wednesday 25th November, 7pm

Note:

There is no Parish Council meeting in August or December.
All meetings are face to face and will be conducted in a manner in which all present feel comfortable.
Residents are welcome to attend any meeting but are asked to inform the Clerk in advance as there may be seating restrictions.
Meeting agendas are published on the Parish Council noticeboard and the Upton Village website, Parish Council pages.

Appendix D

Upton Parish Council
Bank Mandate Review – May 2025

Purpose:
To inform Council members of the current bank mandate and confirm or update the list of individuals authorized to operate the Council’s bank account in accordance with proper governance and financial management.

What is a Bank Mandate?
A bank mandate is a formal instruction provided to the Council’s banking provider, detailing:

Who is authorized to operate the account (e.g., make payments, sign cheques).
The level of authority granted to each individual (e.g., single or joint authorization).
Any specific conditions or limitations attached to these permissions.

Importance of Reviewing the Bank Mandate
Regular review of the bank mandate ensures that:

Only current and appropriate personnel have account access.
Departed or inactive members are removed in a timely manner.
The Council remains compliant with audit requirements and best practice in financial governance.
Operational continuity is maintained in the event of absence or changes in personnel.

It is particularly relevant in cases of:

Changes in Council membership or staff (e.g., new Clerk or Councillors).
Annual governance reviews.
Preparation for internal or external audits.

Current Authorized Personnel

The following individuals are currently listed on the bank mandate with the authority to set up and authorize payments on behalf of Upton Parish Council:

Name	Role	Authority
Ben Shaw	Parish Clerk	Set up and authorise payments
Cllr. Chris Selig	Parish Councillor	Set up and authorise payments
Cllr. David Beckles	Parish Councillor	Set up and authorise payments
Cllr. Françoise Yates	Parish Councillor	Set up and authorise payments

Recommendation
It is recommended that the Council formally review and confirm the current mandate to ensure:

The listed individuals remain appropriate and active in their roles.
Any new additions or removals are properly documented and communicated to the bank.
An audit trail of mandate review is recorded in Council minutes.

Proposed Resolution
“Upton Parish Council confirms that the following individuals are authorized to operate the Council’s bank account, including setting up and authorizing payments: The Clerk Ben Shaw, Councillor Chris Selig, Councillor David Beckles, and Councillor Françoise Yates. The mandate will be reviewed again in 12 months or upon any change in personnel.”

Prepared by:
Ben Shaw
Parish Clerk
Upton Parish Council
Date: 23rd May 2025

Appendix E

UPTON PARISH COUNCIL – STANDING ORDERS

Meetings
a) Meetings of the Council shall be held in each year on such dates and times and at such place as the Council may direct.
b) Meetings shall not take place in premises which at the time of the meeting are used for the supply of alcohol, unless no other premises are available free of charge or at a reasonable cost
c) A meeting shall not exceed a period of 3 hours.
d) If the Chairman of the Council does not call an extraordinary meeting of the Council within seven days of having been requested in writing to do so by two councillors, any two councillors may convene an extraordinary meeting of the Council. The public notice giving the time, place and agenda for such a meeting shall be signed by the two councillors.
e) The Chair of the Council will accept admission for resolutions no later than 7 days prior to the next Annual General Meeting or statutory meeting of the Council and no less than 3 days prior to an extraordinary meeting. In all cases, this does not include the day of the meeting, Sundays or bank holidays.
e) Smoking is not permitted at any meeting of the Council.

Notice of Meetings

The minimum three clear days for notice of a meeting does not include the day on which notice is issued, the day of the meeting, a Sunday, a day of the Christmas break, a day of the Easter break or of a bank holiday or a day appointed for public thanksgiving or mourning (unless the meeting is convened at shorter notice).

The Statutory Annual General Meeting
a) In an election year the Annual General Meeting of the Parish Council shall be held on or within 14 days following the day on which the Councillors elected take office.
b) In a year which is not an election year the Annual General Meeting of the Parish Council shall be held on such day in May as the Council may direct.

Other Statutory Meetings / Annual Parish Meeting

In addition to the Statutory Annual General Meeting of the Parish Council, an Annual Parish Meeting should be held between the 1^st March and 1^st June each year, together with at least five other statutory meetings to be held in each year on such dates and times and at such place as the Council may direct. The Clerk of the Council will issue the times and dates for these meetings as soon as all meeting dates are agreed for the calendar year in January of each year.

Chairman of the Meeting

The person presiding at a meeting may exercise all the powers and duties of the Chairman in relation to the conduct of the meeting.

Admission of the Public and Press to Meetings
a) The public and press shall be admitted to all meetings of the Council and its committees and sub-committees, but may temporarily be excluded the public by means of the following resolutions:-

“That in view of the [special] [confidential] nature of the business about to be transacted, it is advisable in the public interest that the press and public be temporarily excluded and they are instructed to withdraw”.

b) The Council shall state the special reason for exclusion.
c) At all meetings of the Council the Chairman may at his discretion and at a convenient time in the transaction of business, adjourn the meeting so as to allow any members of the public to address the meeting in relation to business to be transacted at that meeting. Whenever the Council meets to consider a planning application, whether that be during a statutory meeting or at a meeting called specifically to deal with an application, the Chairman shall at a convenient time adjourn the meeting so that members of the public may address the meeting in relation to the application(s) being considered.
d) The Clerk shall afford to the press and any person reasonable facilities for the taking of their report of any proceedings at which they are entitled to be present. Audio and visual recordings of meetings of the Council or Committees shall be permitted, provided the Clerk is contacted before the meeting to ensure necessary facilities are in place, giving details of name, organisation (if any) and contact details, as well as for what purpose the recording is being made so the Chair can advise the public. If a member of the public does not wish to be recorded or filmed they should so notify the Clerk. Requests for recording can be refused if considered likely to disrupt the meeting. Social media such as Twitter and Facebook are also permitted with the same proviso, and must not inhibit community involvement in the proceedings. The Chairman will advise the public that the meeting is being recorded. Any such recordings should take place from a fixed position in the meeting room, and flash photography for a limited period only at a point in the proceedings agreed in advance by the Chair. If the meeting is adjourned because confidential matters are to be discussed and a motion is passed to exclude the public, recordings must also cease. The Council may, on occasion, audio record meetings and an announcement will be made to this effect.
e) If a member of the public interrupts the proceedings at any meeting, the Chairman may, after warning, order that they be removed from the meeting and may adjourn the meeting for such period as is necessary to restore order.

Proper Officer

Where a statute, regulation or order confers function or duties on the proper officer of the Council in the following cases, they shall be the Clerk or their nominated deputy: –

To receive declarations of acceptance of office.
To receive and record notices disclosing interests at meetings
To receive and retain plans and documents
To sign notices or other documents on behalf of the Council
To receive copies of bylaws made by another local authority
To certify copies of bylaws made by the Council
To sign and issue the summons to attend meetings of the Council
To keep proper records for all Council meetings
To issue post all meetings & prior to the completion of minutes, the list of Action Points agreed at the previous meeting to all parties concerned
To issue as part of the minutes of each meeting clear Action Points, who the actions are placed on and a target completion date for the action, wherever possible

Quorum of the Council

Three members shall constitute a quorum at meetings of the Council.

If a quorum is not present or if during a meeting the number of Councillors present (not counting those debarred by reason of a declared interest) falls below the required quorum, the meeting shall be adjourned and business not transacted shall be transacted at the next meeting or on such other day as the Chairman may fix.

Voting
a) Members shall vote by show of hands or, if at least two members so request, by signed ballot.
b) If a member so requires, the Clerk shall record the names of the members who voted on any question so as to show whether they voted for or against it. Such a request must be made before moving on to the next business.
ci) Subject to (ii) and (iii) of this section the Chairman may give an original vote on any matter put to the vote, and in any case of an equality of votes may give a casting vote whether or not he gave an original vote.

cii) If the person presiding at the annual meeting would have ceased to be a member of the council but for the statutory provisions which preserve the membership of the Chairman and Vice-Chairman until the end of their term of office they may not give an original vote in an election for Chairman.

ciii) The person presiding must give a casting vote whenever there is an equality of votes in an election for Chairman.

Order of Business for Annual General Meeting

At each Annual General Meeting the first business shall be:-

a) To elect a Chairman of the Council
b) To receive the Chairman’s declaration of acceptance of office or, if not then received, to decide when it shall be received.
c) In the ordinary year of election of the Council to fill any vacancies left unfilled at the election by reason of insufficient nominations.
d) To decide when any declarations of acceptance of office which have not been received as provided by law shall be received.
e) To elect a Vice-Chairman of the Council.
f) To appoint representatives to outside bodies.
g) To appoint committees and sub-committees.

And shall thereafter follow the order set out in the Standing Order 11.

Order of Business at Other Statutory Meetings
a) At every meeting other than the Annual General Meeting the first business shall be to appoint a Chairman if the Chairman and Vice-Chairman be absent and to receive such declarations of acceptance of office (if any) and undertaking to observe the Council’s code of conduct as are required by law to be made or, if not then received, to decide when they shall be received.
b) In every year, not later than the meeting at which the estimates for next year are settled, the Council shall review the pay and conditions of service of existing employees. Standing Order 24 must be read in conjunction with this requirement.
c) After the first business has been completed, the order of business, unless the Council otherwise decides on the ground of urgency, shall be as follows:-
i) To read and consider the Minutes; provided that if a copy has been circulated to each member not later than the day of issue of the summons to attend the meeting, the Minutes may be taken as read.
ii) The accuracy of draft minutes, including any amendment(s) made to them, shall be confirmed by resolution and shall be signed by the chairman of the meeting and stand as an accurate record of the meeting to which the minutes relate.

iii) If the Council’s gross annual income or expenditure (whichever is higher) does not exceed £25,000, it shall publish draft minutes on a website which is publicly accessible and free of charge not later than one month after the meeting has taken place.

iv) To deal with business expressly required by statute to be done.
v) To dispose of business, if any, remaining from the last meeting.
vi) To receive such communications as the person presiding may wish to lay before the Council. This will include planning applications.

vii) To answer questions from Councillors.

viii) To answer questions from Parishioners. This item will be an open forum in which an open debate may take place between Councillors and members of the public and for which Standing Order 6e will be set aside

ix) To receive and consider reports and minutes of committees.
x) To receive reports from County and District Councillors.
xi) To receive and consider resolutions or recommendations in the order in which they have been notified.

xii) To debate other issues where such a debate has been requested by a Councillor at least 3 days prior to the meeting but about which no resolution has been tabled.

xiii) If necessary, to authorise the signing of orders for payment.

Annual Parish Meeting

The Parish Council will also hold a meeting once a year, where members of the parish are actively invited to discuss the work of the PC.

Urgent Business

A motion to vary the order of business on the ground of urgency:

May be proposed by the Chairman or by any member and, if proposed by the Chairman, may be put to the vote without being seconded, and shall be put to the vote without discussion.

Resolutions Moved on Notice – (This section deals with resolutions not with requests to debate a subject where the outcome of that debate may result in a resolution or recommendation)
a) Except as provided by these Standing Orders, no resolution may be moved unless the business to which it relates has been put on the Agenda by the Clerk or the mover has given notice in writing of its terms and has delivered the notice to the Clerk in accordance with the timings set out in 1.e. (Meetings) above.
b) The Clerk shall date every notice of resolution or recommendation when received by her and copy it to all Councillors either sending it as a separate document or by typing it into the agenda for a forthcoming meeting.
c) If a resolution or recommendation specified in the summons is not moved either by the member who gave notice of it or by any other member, it shall, unless postponed by the Council, be treated as withdrawn and shall not be moved without fresh notice.
d) Every resolution or recommendation shall be relevant to some subject over which the Council has power or duties, which affects its area.

Resolutions Moved Without Notice

Resolutions dealing with the following matters may be moved without notice:-

a) To appoint a Chairman of the meeting.
b) To correct the Minutes.
c) To approve the Minutes.
d) To alter the order of business.
e) To proceed to the next business.
f) To close or adjourn the debate.
g) To refer a matter to a committee.
h) To appoint a committee or any members thereof.
i) To adopt a report.
j) To amend a motion.
k) To give leave to withdraw a resolution or amendment.
l) To extend the time limit for speeches.
m) To exclude the press and public. (See Order 6 above)
n) To silence or eject from the meeting a member named for misconduct. (See Order 19 below)
o) To give the consent of the Council where such consent is required by these Standing Orders.
p) To suspend any Standing Order. (See Order 37 below)
q) To adjourn the meeting.

Questions
a) A member may ask the Chairman of the Council or the Clerk any question concerning the business of the Council, provided 3 clear days’ notice of the question has been given to the person to whom it is addressed.
b) No questions not connected with business under discussion shall be asked except during the part of the meeting set aside for questions.
c) Every question shall be put and answered without discussion.
d) A person to whom a question has been put may decline to answer.

Rules of Debate
a) No member of the public may speak during a debate without the permission of the Chairman of the meeting. See Standing Order 6c and 6e
b) No discussion of the Minutes shall take place except upon their accuracy. Corrections to the Minutes shall be made by resolution and must be initialled by the Chairman.
c) A resolution or amendment shall not be discussed unless it has been proposed and seconded, and, unless proper notice has already been given, it shall, if required by the Chairman, be reduced to writing and handed to him before it is further discussed or put to the meeting.
d) A member when seconding a resolution or amendment may, if he then declares his intention to do so, reserve his speech until a later period of the debate.
e) A member shall direct his speech to the question under discussion or to a personal explanation or to a question of order.
f) No speech by a mover of a resolution shall exceed 5 minutes and no other speech shall exceed 3 minutes except by consent of the Council.
g) An amendment shall be either:-
i) To leave out words.
ii) To leave out words and insert others

iii) To insert or add words

h) An amendment shall not have the effect of negating the resolution before the Council.
i) If an amendment be carried, the resolution, as amended, shall take the place of the original resolution and shall become the resolution upon which any further amendment may be moved.
j) A further amendment shall not be moved until the Council has disposed of every amendment previously moved.
k) The mover of a resolution or of an amendment shall have a right of reply, not exceeding 3 minutes.
l) A member, other than the mover of a resolution, shall not, without leave of the Council, speak more than once on any resolution except to move an amendment or further amendment, or on an amendment, or on a point of order, or in personal explanation, or to move a closure.
m) A member may speak on a point of order or a personal explanation. A member speaking for these purposes shall be heard forthwith. A personal explanation shall be confined to some material part of a former speech by him which may have been misunderstood.
n) A motion or amendment may be withdrawn by the proposer with the consent of the Council, which shall be signified without discussion, and no member may speak upon it after permission has been asked for its withdrawal unless such permission has been refused.
o) When a resolution is under debate no other resolution shall be moved except the following:-
To amend the resolution.
To proceed to the next business.

iii. To adjourn the debate.

That the question be now put.
That a member named be not further heard.
That a member named leave the meeting.

vii. That the resolution be referred to a committee.

viii. To exclude the public and press.

To adjourn the meeting.
p) A member shall remain seated when speaking unless requested to stand by the Chairman.
q) The ruling of the Chairman on a point of order or on the admissibility of a personal explanation shall not be discussed.
r) Members shall address the Chairman. If two or more members wish to speak, the Chairman shall decide who to call upon.
s) Whenever the Chairman speaks during a debate all other members shall be silent.

Closure

At the end of any speech a member may, without comment, move “that the question be now put”, “that the debate be now adjourned” or “that the Council do now adjourn”. If such motion is seconded, the Chairman shall put the motion but, in the case of a motion “that the question be now put”, only if he is of the opinion that the question before the Council has been sufficiently debated. If the motion “that the question be now put” is carried, he shall call upon the mover to exercise or waive his right of reply and shall put the question immediately after that right has been exercised or waived. The adjournment of a debate or of the Council shall not prejudice the mover’s right of reply at the resumption.

Disorderly Conduct
a) All members must observe the Code of Conduct which has been adopted by the Council, a copy has been given to all members of the Council.
b) No member shall at a meeting persistently disregard the ruling of the Chairman, wilfully obstruct business, or behave irregularly, offensively, improperly or in such a manner as to bring the Council into disrepute.
c) If, in the opinion of the Chairman, a member has broken the provisions of paragraph (b) of this Order, the Chairman shall express that opinion to the Council and thereafter any member may move that the member named be no longer heard or that the member named do leave the meeting, and the motion, if seconded, shall be put forthwith and without discussion. If a member reasonably believes another member is in breach of the code of conduct, that member is under a duty to report the breach to the Standards Board (England).
d) If either of the motions mentioned in paragraph (c) is disobeyed, the Chairman may adjourn the meeting or take such further steps as may reasonably be necessary to enforce them.

Right of Reply

The mover of a resolution shall have a right to reply immediately before the resolution is put to the vote. If an amendment is proposed the mover of the amendment shall be entitled to reply

immediately before the amendment is put to the vote. A member exercising a right of reply shall not introduce a new matter. After the right of reply has been exercised or waived, a vote shall be taken without further discussion.

Alteration of Resolution

A member may, with the consent of a seconder, move amendments to their own resolution.

Rescission of Previous Resolution
a) A decision (whether affirmative or negative) of the Council shall not be reversed within six months except either by a special resolution, the written notice whereof bears the names of at least 2 members of the Council, or by a resolution moved in pursuance of the report or recommendation of a committee.
b) When a special resolution or any other resolution moved under the provisions of paragraph (a) of this Order has been disposed of, no similar resolution may be moved within a further six months.

Voting on Appointments

Where more than two persons have been nominated for any position to be filled by the Council and of the votes given there is not an absolute majority in favour of one person, the name of the person having the least number of votes shall be struck off the list and a fresh vote taken, and so on until a majority of votes is given in favour of one person.

Discussions and Resolutions Affecting Employees of the Council

If at a meeting there arises any question relating to the appointment, conduct, promotion, dismissal, salary or conditions of service, of any person employed by the Council, it shall not be considered until the Council or committee (as the case may be) has decided whether or not the press and public shall be excluded. (See Standing Order No. 6a).

Expenditure

All payments and other financial matters shall be dealt with in accordance with the Financial Regulations for Upton Parish Council as adopted by the Council.

Committees and Sub Committees

The Council may at its Annual Meeting appoint standing committees and may at any other time appoint such other committees as are necessary, but subject to any statutory provision in that behalf:-

a) Shall not appoint any member of a committee so as to hold office later than the next Annual Meeting.
b) May appoint persons other than members of the Council to any Committee; and
c) May subject to the provisions of Standing Order 22 above at any time dissolve or alter the membership of a committee.

Advisory Committees
a) The Council may create advisory committees, whose name, and number of members and the bodies to be invited to nominate members shall be specified.
b) The Clerk shall inform the members of each advisory committee of the terms of reference of the committee.
c) An advisory committee may make recommendations and give notice thereof to the Council.
d) An advisory committee may consist wholly of persons who are not members of the Council.

Interests
a) If a member has a personal interest as defined by the Code of Conduct adopted by the Council then they shall declare such interest as soon as it becomes apparent, disclosing the existence and nature of that interest as required.
b) If a member who has declared a personal interest then considers the interest to be prejudicial, he must withdraw from the room or chamber during consideration of the item to which the interest relates.
c) The Clerk may be required to compile and hold a register of member’s interests in accordance with agreement reached with the Monitoring Officer of the Responsible Authority and/or as required by statute.
d) In addition to the conditions given in the Code of Conduct for having a prejudicial interest, when dealing with planning applications a councillor shall be deemed to have a prejudicial

interest if he, or a member of his family, or a close associate, receive a letter of notification of the application from the District Council. For planning applications where a councillor declares

a prejudicial interest he may attend the meeting at which the council discusses the application and will be afforded the same rights as a member of the public (see 5c). As soon as the meeting is re-convened for the council to discuss the application and make its recommendations the councillor must leave the room.

Inspection of Documents
a) A member may for the purpose of their duty as such (but not otherwise), inspect any document in possession of the Council or a committee, and if copies are available shall, on request, be supplied for the like purpose with a copy.
b) All minutes kept by the Council and by any committee shall be open for the inspection of any member of the Council.

Freedom of Information / Transparency
a) In accordance with freedom of information legislation, the Council shall publish information in accordance with its publication scheme and respond to requests for information held by the Council. Requests for information from the Parish Council may incur a fee.
b) If the Council’s gross annual income or expenditure (whichever is higher) does not exceed £25,000, the Council shall publish information in accordance with the requirements of the Smaller Authorities (Transparency Requirements) (England) Regulations 2015.

Unauthorised Activities

No member of the Council or of any committee or sub-committee shall in the name of or on behalf of the Council:-

a) Inspect any lands or premises which the Council has a right or duty to inspect; or
b) Issue orders, instructions or directions, unless authorised to do so by the Council or the relevant committee or sub-committee.

Confidential Business
a) No member of the Council or of any committee or sub-committee shall disclose to any person not a member of the Council any business declared to be confidential by the Council, the committee or the sub-committee as the case may be.
b) Any member in breach of the provisions of paragraph (a) of this Standing Order shall be removed from any committee or sub-committee by the Council.

Liaison with County and District Councillors
a) A summons and Agenda for each meeting shall be sent, together with an invitation to attend, to the County and to the District Councillor.
b) Unless the Council otherwise orders, a copy of each letter ordered to be sent to the County or District Council shall be transmitted to the County Councillor or to the District Councillor as the case may require.

Planning Applications
a) The Clerk shall, as soon as it is received, enter in a book kept for the purpose the following particulars of every planning application notified to the Council: –
i) the date on which it was received
ii) the name of the applicant

iii) the place to which it relates;

b) The Clerk shall refer every planning application received by the Council to the Councillor nominated to look after Planning matters or in his absence to the Chairman within 48 hours of receipt.

Code of Conduct on Complaints

The Council shall deal with complaints of maladministration allegedly committed by the Council or by any officer or member in such manner as adopted by the Council except for those complaints which should be properly directed to the Standards Board (England) for consideration.

Variation, Revocation and Suspension of Standing Orders
a) A Standing Order may be suspended by resolution in relation to any specific item of business providing that it does not infringe the legal requirements of the Council.
b) A resolution permanently to add, vary or revoke a Standing Order shall when proposed as a resolution moved on notice may be adopted with immediate effect. Where the change is requested as a resolution moved without notice it will stand adjourned without discussion to the next ordinary meeting of the Council.

Standing Orders to be Given to Members
a) A copy of these Standing Orders shall be given to each member by the Clerk upon receipt of the member’s declaration of acceptance of office and written undertaking to observe the Code of Conduct adopted by the Council.
b) All or part of a standing order, except one that incorporates mandatory statutory or legal requirements, may be suspended by resolution in relation to the consideration of an item on the agenda for a meeting.
c) A motion to add to or vary or revoke one or more of the Council’s standing orders, except one that incorporates mandatory statutory or legal requirements, shall be proposed by a special motion, the written notice by at least 3 councillors to be given to the Proper Officer in accordance with Standing Order 36.
d) The decision of the chairman of a meeting as to the application of standing orders at the meeting shall be final.

Accepted on behalf of the Council:

____________________________________________________________ Francoise Yates, Chairman

_____________________________________________________________Benjamin Shaw, Clerk & RFO

Date: 28.05.2025

Appendix F

Upton Parish Council Code of Conduct for Councillors (2025 Edition)

Adopted: [Insert Date]
Based on: Local Government Association Model Code of Conduct 2020 and the Oxfordshire Councils Model Code 2022

Introduction

Upton Parish Council is committed to upholding the highest standards of public office. This Code of Conduct sets out the expected standards of behaviour for all elected and co-opted councillors. It is adopted under Section 27 of the Localism Act 2011.

Purpose of the Code

To provide:

A framework for councillor conduct in public office
Guidance for maintaining public trust
Protection for councillors, the public, and council officers

Principles of Public Life (Nolan Principles)

All councillors must uphold:

Selflessness
Integrity
Objectivity
Accountability
Openness
Honesty
Leadership

Scope

This Code applies:

When acting as a councillor
When claiming to act or giving the impression of acting as a councillor
To all forms of communication including social media

General Standards of Conduct

Councillors must:

Treat all individuals with respect
Not bully, harass or discriminate
Uphold impartiality of officers
Respect confidentiality
Avoid bringing the council into disrepute
Not use their position improperly
Use council resources lawfully and prudently
Comply with council procedures and sanctions

Registering and Declaring Interests

6.1 Disclosable Pecuniary Interests (DPIs)

Councillors must:

Register DPIs within 28 days of taking office
Declare DPIs at meetings when relevant
Not participate in or vote on related matters
Keep their interest register up to date

6.2 Other Registerable Interests

Includes:

Unpaid directorships
Membership of public, charitable or political bodies

6.3 Non-Registerable Interests

Must be declared when:

A matter affects their financial interest or that of a close associate
A fair-minded observer would consider it impacts their judgement

Gifts and Hospitality

Councillors must:

Not accept gifts or hospitality likely to influence their duties
Register any gift or hospitality worth over £50 within 28 days
Declare significant offers refused

Complaints and Enforcement

Breaches of this Code may be investigated by the Monitoring Officer
Sanctions may include censure, removal from committees, or required training
Councillors must comply with investigations and imposed sanctions

Review

This Code shall be reviewed annually or when legislation requires an update.

Signed:
Chair, Upton Parish Council
Date:

Clerk to the Council
Date:

Appendix G

Upton Parish Council Internal Financial Control Policy

Adopted: [Insert Date]
Review Date: [Insert Date or “Annually”]

Purpose

This Internal Financial Control Policy outlines the framework by which Upton Parish Council ensures proper financial oversight, compliance with relevant legislation, and the safeguarding of public funds. It supports compliance with the Accounts and Audit Regulations 2015, Local Audit and Accountability Act 2014, and guidance in JPAG’s Practitioners’ Guide.

Principles

The Council is committed to the principles of:

Accountability and transparency
Risk management
Robust internal control
Value for money
Effective financial governance

Roles and Responsibilities

The Full Council will:

Approve the annual budget, precept, financial regulations, and key financial decisions.
Review and approve the bank mandate and financial risk assessments annually.

The Finance Committee will:

Monitor income and expenditure against the budget.
Review internal controls, financial reports, and risk management.

The Responsible Financial Officer (RFO) will:

Maintain accounting records and control systems.
Prepare financial reports and statements.
Ensure compliance with all relevant laws and guidance.

Councillors (including authorised signatories) must:

Ensure any decision to authorise payments complies with council procedures.
Avoid conflicts of interest.

Budgeting and Precept

A draft budget shall be prepared by the RFO and Finance Committee no later than October each year.
The full council must approve the final budget and precept by the end of January.
Budget monitoring shall take place quarterly.

Income Controls

All income shall be recorded by the RFO and banked intact.
Receipts shall be issued for all cash received.
A record of income shall be maintained, including payee, date, and purpose.

Expenditure Controls

Expenditure must be approved and authorised in accordance with the Financial Regulations.
No payment shall be made without supporting invoice or receipt.
Online payments shall require dual authorisation in line with the approved bank mandate.

Bank Reconciliation and Statements

The RFO will reconcile bank accounts monthly.
A councillor (not the Chair) will verify and sign bank reconciliations at least quarterly.

Asset and Insurance Management

An Asset Register shall be maintained and reviewed annually.
Insurance cover shall be reviewed annually to ensure adequacy.

Internal Audit

An independent internal auditor shall be appointed annually.
The internal audit shall review systems of control, financial records, and governance.
Audit reports shall be presented to the full council.

External Audit and Public Rights

The RFO shall ensure compliance with the requirements of the external auditor.
Public rights to inspect the accounts shall be observed in line with the Transparency Code and the Accounts and Audit Regulations.

Risk Management

The RFO shall maintain a risk register.
Risk assessments shall be reviewed annually by the full council.
New activities shall be subject to a risk assessment approved by council.

Review and Approval

This policy shall be reviewed annually and whenever there are significant changes in legislation, guidance, or council operations.

Signed:
Chair, Upton Parish Council
Date:

Clerk/RFO
Date: