Agenda for the Parish Council meeting 25 June 2025

UPTON PARISH COUNCIL

20th June 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 25th June 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 interests relating to this meeting
3. Vote on the Co-option of New Councillor to replace Cllr Benjamin Shaw – Proposed candidate Matthew Talbot (MT)

3. 1. Reorganisation of Councillor Responsibilities Following Co-option

Background:
With the proposed co-option of a new councillor (Matthew Talbot), the Parish Council is invited to review and reassign internal responsibilities and liaison roles previously held by Cllr Benjamin Shaw, as well as consider broader adjustments to current workloads across the Council.

Purpose:

To redistribute roles such as working group assignments, liaison duties (e.g. UVHAT, Nature Garden, Planning), and project leads

To offer the newly co-opted councillor the opportunity to express interest in specific areas of engagement

To ensure responsibilities are balanced, transparent, and aligned with individual skills and availability

Proposed Action:
That the Council review the current allocation of responsibilities and agree on any changes or new appointments during the meeting.

4. To approve the minutes of the Parish Council meeting held on 28th May 2025
   (Any amendments to be agreed by vote)
5. Open Forum
   To receive representations from members of the public (max 15 minutes, 3 minutes per person)
6. Finance & Administration
   6.1 To review bank balances as of 31st May 2025

Community Account (Previously Treasurers Account) to 31/05/25 £16516.93

 

Commercial Instant Access Account (Previously Business Bank Instant Account) to 31/05/25 £29,434.95

Total funds available as at 31/05/25 £45,907.15

6.2 To approve payments for May 2025 within budgeted amounts.

Transaction Date	Transaction Description	Debit Amount
28/05/2025	MICROSOFT	10.30
27/05/2025	MICROSOFT	4.90
19/05/2025	Bank Charges Lloyds	4.25
15/05/2025	Tesco Mobile – Clerk Phone	5.96
Total		25.41

 

 

Receipts	Description	Amount
15/05/2025	Recreation Ground Hire – Bouncy Castle	50
09/05/2025	Interest (Gross)	20.14
Total		70.14

 

6.3 To approve authorisers for next month’s payments
6.4 To sign off bank reconciliation to end of May 2025
6.5 To review financial reserves and earmarked funds

6.6 Administration Review – Councillor Responsiveness and Procedural Timeliness

Purpose:
To receive a report from the Clerk on councillor engagement with key administrative responsibilities, including:

• Timely review and approval of meeting minutes
• Action on agreed agenda decisions
• Responsiveness to Clerk requests relating to correspondence, delegated tasks, and statutory duties

Discussion:
To consider any concerns raised, identify recurring delays or gaps, and agree on measures to improve internal communication and adherence to procedural timelines.

Recommendation:
That the Council note the Clerk’s report and agree on steps to ensure consistent and timely fulfilment of councillor duties relating to administration.

7. Village Matters
   7.1 Recreation Ground
   • Update on post installation for the car park – Cllr EWL to liaise with builders on post solution.
   • Camping Request – Cycle Event Uptonogood

Cllr FY to urgently follow up with Mr Lott and Mr Tibbets for insurance and safety documentation (deadline: 1st June).

1. • ROSPA Inspection

RoSPA Play Area Safety Inspection – Review and Action Plan

Background:
RoSPA (The Royal Society for the Prevention of Accidents) has completed its annual inspection of the Upton Village playground. The report identifies general wear and tear, surface compaction in high-traffic areas, and some maintenance issues requiring attention, though no items were rated as requiring immediate closure.

Key Findings:

• Surface degradation under swings and multi-play equipment due to frequent use
• Minor corrosion on metal fixtures (advised for monitoring and future treatment)
• Trip hazards related to edge transitions in surfacing
• General recommendation for installation of more formal edging or containment to prevent mulch migration

Proposed Actions:

• Review the full RoSPA report and risk ratings
• Confirm immediate or short-term actions needed for safety and compliance
• Assign responsibility for maintenance works or seek quotes from local contractors
• Consider longer-term improvements or upgrades, such as surfacing changes or structural edging

Recommendation:
That the Council notes the RoSPA findings, agrees on next steps for addressing any priority items, and obtain quotes or assign remedial works where necessary.

7.2 Storage Container

1. • Update – Cllr FY to discuss interim storage alternatives (e.g. metal boxes) with Mr Lott.

7.3 Nature Garden

1. • Feedback from recent sessions and maintenance plans

7.4 IT and Website

1. • Progress on Clerk’s .gov email account
   • Website migration update from Cllr CS
   • Integration of Upton News calendar

7.5 Emergency Plan & First Aid

1. • Update – Clerk to explore alternative, cost-effective first aid training options and report back.

7.6 Village Survey

1. • Update on village survey Clerk & FY

7.7 Neighbourhood Speed Watch

1. • Formal response to volunteers Mr & Mrs Daws – Clerk to update
   • Discussion on delegation of liaison role to incoming councillor

7.8 Overflow Parking Incidents

• Clerk to issue a formal letter to UVHAT regarding repeated breaches and enforce deposit policy. – Update
• Cllr FY to produce and install temporary “No Parking on Grass” signage.

 

7.9 To approve the Purchase of Upton Parish Council WhatsApp

• Purpose:
  To consider and approve the purchase of a dedicated WhatsApp account to support community engagement by Upton Parish Council.
• Recommendation:
  That the Council approve the purchase and setup of a WhatsApp account for official use, subject to cost and data compliance confirmation by the Clerk.

7.10 Approval of Purchase – Upton Parish Council Printer/Scanner

Background:
The Parish Council currently lacks a dedicated multifunction printer/scanner, which is necessary for securely printing, scanning, and managing Council documentation in-house. The Clerk has proposed purchasing a reliable all-in-one device to improve administrative efficiency and data security.

Purpose:

• Enable secure printing and scanning of sensitive documents (e.g. AGAR, contracts, correspondence)
• Support remote working and reduce reliance on third-party services
• Ensure the Council remains compliant with transparency and record-keeping requirements

Proposed Action:

• To approve the purchase of a multifunction printer/scanner for official Council use
• To authorise the Clerk to source and acquire the device and associated ink/paper if needed

Recommendation:
That the Council approves the purchase of a printer/scanner for Upton Parish Council use and delegates authority to the Clerk to proceed within the agreed budget.

8. Planning
   8.1 To note any new applications or decisions – See Appendix
   8.2 Update on retrospective planning application for Wattle Farm

 Cllr Fletcher to contact District Cllr Gascoigne and Stuart Roberts (Environmental Health) to expedite enforcement response.

Please See Appendix

 Residents to maintain personal incident logs.

 Resident volunteer to draft a planning objection template letter for wider use.

9. Correspondence and Resident Matters
   9.1 Formal letter to UVHAT re parking policy enforcement – Clerk & FY
   9.2 Resident concerns over burning and health hazards – report to Environmental Health

Resident Complaint – Smell of Smoke in Village

Background:
A new complaint has been submitted by a resident regarding persistent and unpleasant smoke odours affecting parts of the village. The resident expresses concern that the smell may be linked to ongoing burning activities at or near Wattle Farm and describes potential impacts on health, air quality, and overall village well-being.

Requested Actions:

• To acknowledge the resident’s concern
• To determine whether further environmental health reporting is appropriate
• To decide if signage, communication to residents, or formal letters to authorities should be considered
• To confirm whether this issue should be included in broader enforcement correspondence concerning Warren Piece or other locations

Recommendation:
That the Council discuss the contents of the resident’s communication and agree on any necessary next steps, including formal reporting to Environmental Health or Planning Enforcement at the District Council.

10. Grants & Funding
    10.1 Update on SSEN grant application and associated UVHAT letter – Clerk
    10.2 Exploration of County and District energy-related funding options
11. Councillor Vacancy

• Progress update on co-option and potential vote (if candidates have come forward) – Following resignation of Cllr BH

12. Contributions to Upton News
13. Date of Next Meeting

• Wednesday 23rd July 2025 at 19.00

 

 

Apendix A

Planning Application – P25/V1051/FUL: The Old Workshop, Church Street

Proposal:
Demolition of existing structure and erection of a single 2-bedroom dwelling with off-street parking at The Old Workshop, Church Street, Upton, OX11 9JB.

Application Reference: P25/V1051/FUL
Consultation Deadline: [Insert deadline if known]

Summary:
The proposal seeks to replace the existing building with a modest residential unit, including provision for private parking. The site is within the village envelope, and adjacent properties include residential dwellings.

Discussion Points for Council Consideration:

• Impact on local character and heritage, especially given the site’s location on Church Street
• Parking adequacy and highway access
• Drainage, construction impact, and neighbour amenity
• Compliance with local planning policies and neighbourhood plan (if applicable)

Recommendation:
That the Council discusses the application and resolves whether to support, object, or provide neutral comments, including any conditions it wishes to request.

 

 

 

 

 

 

 

 

 

 

 

Appendix B

Resident Correspondence – Ongoing Burning of Rubbish (Warren Piece Area)

Background:
The Council has received additional correspondence from residents regarding continued and repeated burning of waste on land believed to be associated Warren Piece. The issue has been ongoing for over two years, with complaints relating to public health impacts, smoke nuisance, and alleged planning and environmental breaches.

Current Status:
The matter has previously been raised with VWHDC Environmental Health and Planning Enforcement. However, residents report no apparent resolution or mitigation. Councillors have committed to escalating the issue with relevant authorities.

Proposed Actions:

• To reaffirm Council’s commitment to supporting enforcement
• To consider direct communication to Environmental Health urging urgent investigation
• To discuss informing residents of how to report incidents with supporting evidence
• To coordinate with District and County representatives on multi-agency response

Recommendation:
That the Parish Council formally records its concern, confirms actions taken to date, and agrees on next steps including written follow-up to VWHDC and public guidance for residents.