UPTON PARISH COUNCIL
23rd July 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 23rd July 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 approve the minutes of the Parish Council meeting held on 28th May 2025
(Any amendments to be agreed by vote) - Open Forum
To receive representations from members of the public (max 15 minutes, 3 minutes per person)
- To Hear Questions and reports from District Council
- To Hear Questions and Reports from County Council
- Community Working Group Formation and Asset of Community Value (ACV) Nomination – Chapel Furlong Land
Background:
The Parish Council has received a formal request from parishioners to support the formation of a Community Working Group aimed at exploring the potential purchase of Lot 3 (Chapel Furlong Land) and to initiate an urgent nomination of the land as an Asset of Community Value (ACV).
Proposal:
- To consider formally acknowledging and supporting the establishment of a Community Working Group comprised of local residents to explore fundraising, engagement, and feasibility regarding the potential purchase of the land.
- To discuss the process and legal requirements for submitting an ACV nomination to Vale of White Horse District Council, and to agree on whether the Parish Council will support or lead the nomination.
- To determine what support, if any, the Parish Council may provide to the Working Group (e.g., use of meeting space, communication support, liaison with the land agent or authorities).
- To agree next steps and assign responsibilities where appropriate.
Supporting Documentation:
- Email submission from parishioners dated
Decision Required:
To determine whether to support the formation of the Working Group and whether to proceed with an ACV nomination.
- Finance & Administration
8.1 To review bank balances as of 30th June 2025
Community Account (Previously Treasurers Account) to 30/06/25 £7843.20
Commercial Instant Access Account (Previously Business Bank Instant Account) to 30/06/25 £29454.55
Total funds available as at 30/06/25 £37297.75
8.2 To approve payments for June 2025 within budgeted amounts.
| Transaction Date | Transaction Description | Debit Amount |
| 30/06/2025 | MICROSOFT | 10.3 |
| 27/06/2025 | MICROSOFT | 4.9 |
| 17/06/2025 | SERVICE CHARGES – Bank Charges | 4.25 |
| 16/06/2025 | TESCO MOBILE 330194429472A-0003 | 7.98 |
| 02/06/2025 | PGCO LTD Wood Chippings | 6894 |
| 02/06/2025 | OALC – Training | 42 |
| 02/06/2025 | OALC – Training | 138 |
| 02/06/2025 | Lisa HeneGHan | 812.4 |
| 02/06/2025 | Bibby – Waste Disposal | 62.4 |
| 02/06/2025 | Bibby – Grounds Maintenance | 367.5 |
| 02/06/2025 | Abbott Denton & Co – Internal Audit | 330 |
| Total | 8673.73 |
| Receipts | Description | Amount |
| 09/06/2025 | Interest (Gross) | 19.60 |
| Total | 19.60 |
8.3 To approve authorisers for next month’s payments
8.4 To sign off bank reconciliation to end of May 2025
8.5 Presentation of End of First Quarter Financial Statement
Please note that the End of First Quarter Financial Statement (covering April to June 2025) will be presented at the next scheduled Parish Council meeting. This short delay is due to extenuating circumstances including the scheduling of additional planning and extraordinary meetings, the management of ongoing project works, and the recent co-option of the new councillor responsible for treasury matters in June.
These factors have temporarily impacted the Clerk’s capacity to finalise the quarterly report to the appropriate standard. The statement will be completed and circulated in advance of the following meeting to ensure transparency and compliance.
- Village Matters
1 Recreation Ground
9.2 Storage Container
9.2A Review and Organisation of Marquee Storage and Inventory
Background:
Following the most recent hire of Upton Parish Council’s marquees, it has become clear that while all necessary parts are present, the current storage and identification system is causing confusion and inefficiencies. Specifically, poles marked with incorrect colour codes (e.g. excess blue-coded poles, insufficient yellow-coded ones) have made assembling the two marquees difficult, leading to multiple visits by the hirer to collect matching components.
Proposal:
To ensure future hires are more manageable and to protect the condition of the marquees, it is proposed that:
- All marquee parts be properly sorted, matched, and colour coded to clearly separate the two full marquee sets.
- Each marquee set be bagged and labelled independently to enable easy transport and inventory checking.
- Damaged or inadequate storage bags be assessed and, if necessary, replaced with suitable, durable containers to prevent further wear and pest damage.
Recommendation:
That the Parish Council resolves to:
- Establish a working party made up of councillors and/or volunteers to carry out the full sorting, inventory, and reorganisation.
- Complete the task by the end of August 2025, in readiness for potential use in September.
- Document a full inventory list of marquee components for future reference and to accompany each hire.
Action Required:
- Councillors to volunteer or nominate members for the working party.
- The Clerk to coordinate a suitable date for the sorting session and arrange access to the storage facility.
9.3 Nature Garden
9.4 IT and Website
-
- Progress on Clerk’s .gov email account
- Website migration update
- Integration of Upton News calendar
9.6 Village Survey
-
- Update on village survey FY
9.7 Overflow Parking Fencing
9.7A Approval to Hire CBT BEARD LTD for Fencing Installation at Recreation Ground
Proposal:
To consider and approve the appointment of CBT BEARD LTD to carry out the fencing installation works at the Upton Recreation Ground, as per estimate 1288. The Council will review the proposed terms, ensure compliance with insurance and safety requirements, and authorise EWL to proceed with the hire.
Supporting Information:
CBT BEARD LTD has been identified as a suitable contractor for the fencing works following consideration of available quotes and availability.
9.8 Overgrown Hedges and Vegetation Along Village Roads
To discuss the issue of hedges and bushes overhanging onto village roads, which in some areas are significantly reducing road width and posing a potential hazard to road users. The Council will consider options for notifying landowners, arranging appropriate maintenance, or reporting issues to Oxfordshire County Council Highways if necessary.
- Planning
1 To note any new applications or decisions
10.2 Consideration of Funding for Planning Consultant to Support Response to Planning Application P24/V2170/FUL
Proposal:
To consider and vote on the allocation of Parish Council funds for the engagement of a professional planning consultant to support the Council’s formal response to planning application P24/V2170/FUL (Land at Wattle Cottage Farm, Prospect Road, Upton). This includes reviewing quotations received, discussing the scope of advice required, and agreeing a budget or financial limit for such services.
- Councillor Vacancy
Progress update on co-option and potential vote (if candidates have come forward) – Following resignation of Cllr BH
- Contributions to Upton News
- Date of Next Meeting
- Wednesday 24th September 2025 at 19.00