Upton Village

South Oxfordshire

Minutes of the meeting of the Parish Council 23.07.2025

UPTON PARISH COUNCIL
Minutes of the Parish Council Meeting
Date: Wednesday, 23rd July 2025
Time: 19:00
Venue: Small Meeting Room, Upton Village Hall

Present

Chair: Françoise Yates – FY
Councillors:, Chris Seelig – CS, Matthew Talbot – MT
Clerk: Benjamin Shaw
Apologies: David Beckles – DB & Emma Watts-Lay – EWL

District Councillors: Hayleigh Gascoigne,

County Councillor: Rebecca Fletcher

Members of the Public

 

  1. To receive apologies for absence

Apologies were received from David Beckles (DB) and Emma Watts-Lay (EWL).
Noted.

 

  1. To record any declarations of interests relating to this meeting

There were no declarations of interest made by those present.
Noted.

 

  1. To approve the minutes of the Parish Council meeting held on 25th June and the Extraordinary meeting held on 3rd July 2025

FY proposed approval of the minutes.

MT seconded the proposal.

The motion to approve was passed unanimously.

Decision: The minutes of the meetings held on 25th June and 3rd July 2025 were approved.

  1. Open Forum

A member of the public presented a detailed proposal regarding the potential purchase of Lot 3, a parcel of arable land adjacent to Upton recreation ground. The speaker outlined:

  • The land’s potential to provide a permissive path connecting the recreation ground to Sustrans Route 544, improving accessibility for residents including those with mobility issues.
  • The formation of a working group of local residents (informal meeting held 17th June 2025, attended by 19 people with 40 apologies) to explore options for purchasing the land for community benefit.
  • Intent to submit an Asset of Community Value (ACV) application to the Vale of White Horse District Council to secure a moratorium period for fundraising.
  • Proposed funding would involve community donations, grant applications, and a Public Works Loan Board loan, with early estimates suggesting minimal impact on precept (~£2–3/month per Band D property).
  • The working group has drafted terms of reference, appointed roles, and requested formal adoption by the Parish Council.
  • The land, while currently of low agricultural value, has significant community potential and is believed to be overpriced due to speculative development interest.
  • The group is also preparing evidence and gathering testimonials to support the ACV application.

Several councillors raised questions about:

  • The viability and restrictions of the ACV process.
  • The land’s current and future use, funding estimates, and planning considerations.

The Council noted the enthusiasm and early work of the group and agreed to consider formal adoption later in the agenda.

 

  1. District Council Report

District Cllr Hayleigh Gascoigne updated on:

  • The proposal for the ACV and confirmed she would liaise with officers to support the process, though she noted it was the first such request in her term.
  • Grant funding: Vale councillors do not have personal grant budgets, but she will liaise with the grants team and research possible pots related to biodiversity and sustainability.
  • An update on the planning application for the traveller site: she confirmed she had called it in to the planning committee based on planning grounds raised by the parish and local residents, though the decision to accept the call-in is pending. Planning policy, flood risk, and technical consultee objections were discussed as strong grounds for refusal. However, the Joint Local Plan gave conflicting weight between old and new guidance regarding the district’s traveller pitch provision.

Upton Councillors raised concerns about:

  • The flood zone classification and unsafe access to the proposed traveller site.
  • The potential liability if the site were approved despite these identified risks.

 

  1. County Council Report

County Cllr Rebecca Fletcher reported:

  • Her support in principle for the community land proposal, noting she has £10,000 of divisional funding available, subject to guidance on its usage. She will confirm whether it may support land acquisition or community facilities.
  • Consultations are ongoing regarding:
    • Local government reorganisation
    • Congestion charge in Oxford City
    • Household waste recycling centres (HWRCs) – She expressed personal concerns about the direction and consultation framing.
  • She is seeking updates on longstanding issues including speeding and pedestrian crossing requests on London Road (Blewbury/Savages).
  • Regarding Coffin Way, she is investigating the previous discussions about upgrading the footpath to a bridleway. Historical and community context was shared by councillors and members of the public.

 

  1. Community Working Group Formation and Asset of Community Value (ACV) Nomination – Chapel Furlong Land

Discussion & Resolutions:

  1. Formation of a Community Working Group
    • Council unanimously approved the formal establishment of a Community Working Group comprising local residents to explore feasibility, community engagement, and funding pathways related to the potential acquisition of Lot 3.
    • Proposed: CS
    • Seconded: MT
    • Vote: Unanimous
  2. Adoption of Existing Informal Group
    • Council agreed to adopt the existing informal group (established on 17th June) as the formal Community Working Group under the authority of the Parish Council.
    • Proposed: FY
    • Seconded: MT
    • Vote: Unanimous
  3. Terms of Reference
    • A draft Terms of Reference, prepared by the group, was circulated and reviewed. Council approved the adoption of the draft, subject to minor formatting additions by the Clerk.
    • The Clerk will act as liaison and minute taker for the group in its advisory role.
  4. Submission of ACV Nomination
    • Council agreed to submit an ACV nomination for Lot 3 to Vale of White Horse District Council, with preparation and drafting to be undertaken by the Working Group and submission handled by the Clerk.
    • Proposed: MT
    • Seconded: CS
    • Vote: Unanimous
    • Submission of the ACV will aim to trigger a moratorium on sale, enabling time for fundraising and formal negotiation.
  5. Council Support
    • Council agreed to provide the Working Group with the following support:
      • Use of meeting space if needed.
      • Permission to advertise drop-in events or consultations under the Parish Council’s banner.
      • Liaison with the land agent once the ACV is submitted.
      • Consideration of potential financial support at a later date, e.g., repurposing fence earmarked funds (up to £12,000) for land acquisition if legally permissible and agreed.
  6. Next Steps
    • The Working Group will finalise and provide materials to the Clerk for ACV submission by Thursday 27th June.
    • The Clerk and Working Group will submit the ACV on Friday 28th June.
    • Contact with the land agent will be made once submission is confirmed.
    • The Working Group will become a standing agenda item for progress reporting at future meetings.
  1. Finance & Administration

8.1 Bank Balances as of 30th June 2025
The Council reviewed the bank balances as follows:

  • Community Account (previously Treasurers Account): £7,843.20
  • Commercial Instant Access Account (previously Business Bank Instant Account): £29,454.55
  • Total Funds Available: £37,297.75

Noted.

 

8.2 Approval of Payments for June 2025
The Council reviewed and approved the list of payments made in June 2025, all of which were within previously agreed budgeted amounts. It was noted that while payments are pre-approved by budget, they must still be reviewed and formally approved for audit compliance.

  • Proposed: MT
  • Seconded: FY
  • Vote: Unanimous

 

8.3 Approval of Payment Authorisers for July 2025
It was agreed that the Clerk and designated councillor CS would act as payment authorisers for the following month, subject to standard dual-control protocols.

Vote Unanimously Confirmed.

 

8.4 Bank Reconciliation to End of May 2025
The bank reconciliation for the period ending 30th June 2025 was reviewed and signed off by the Chair. Going forward, Cllr MT will act as the designated reconciliation co-signer.

Vote Unanimously Agree – Signed and noted.

 

8.5 Presentation of End of First Quarter Financial Statement
The Clerk confirmed that the Q1 financial summary has been drafted and that a detailed review session with Cllr Talbot (as Finance Lead) will take place in August. It was agreed that an updated and potentially improved reporting format may be adopted following that review.

Noted.

  1. Village Matters

 

9.1 Recreation Ground

  • Weekly Inspections: Cllr Yates confirmed that weekly visual inspections of the playground have been undertaken but not formally submitted. It was clarified by the Clerk that weekly reports must be recorded and submitted to meet legal obligations for insurance and liability purposes.
  • A ROSPA-compliant inspection template has been circulated via Google Docs for councillors to complete weekly. PDF submissions should be emailed to the Clerk.
  • Multiple councillors volunteered to support weekly checks, particularly when visiting with family.
  • Action: Councillors to begin using the shared inspection form and submit weekly. Clerk to save reports to formal files.

 

9.2 Storage Container

  • Update: No progress due to conflicting priorities (planning and land matters). Cllr Yates flagged delivery concerns from container companies relating to access and ground conditions.
  • Proposal to Defer: Cllr Talbot proposed formally pausing container procurement until issues are resolved and time allows for better focus.
    • Proposed: MT
    • Seconded: CS
    • Vote: Unanimous

 

9.2A Marquee Inventory and Organisation

  • Discussion: Clerk highlighted confusion during recent marquee hire due to disorganised storage and unclear colour coding of components.
  • Decision: Council agreed to defer marquee reorganisation and revisit the proposal at the September 2025 meeting, once broader storage issues are resolved.
    • Proposed: CS
    • Seconded: FY
    • Vote: Unanimous

 

9.3 Nature Garden

  • Update: No current progress. Garden is overgrown but this may be consistent with its natural, informal purpose.
  • Concern was raised about over-reliance on volunteers, given past issues with volunteer engagement.
  • Action: Deferred. Further review and updates expected at future meetings.

 

9.4 IT and Website

  • Clerk’s .gov Email: Now live. Some early issues with delivery have been resolved.
  • Website Migration: Website has not yet been migrated to the new .gov.uk domain. Peter McLaughlin has indicated he will soon cease self-employed status and will no longer carry insurance, creating a gap in technical responsibility.
  • Management Plan:
    • CS volunteered to manage technical administration (hosting, moderation) but not content creation.
    • The council recognised the need to appoint or hire a professional with appropriate insurance to maintain compliance with .gov.uk rules.
    • A review of the website layout and structure will be scheduled for 2–3 councillors to determine needed updates.
    • Proposed: FY
    • Seconded: MT
    • Vote: Unanimous

 

9.5 Village Survey (originally misnumbered 9.6)

  • Cllr Yates reported that initial contact has been made with Debbie (volunteer). Progress delayed due to personal circumstances but is expected to resume soon.
  • Action: Continue to liaise and report at the September 2025 meeting.

 

9.6 Overflow Parking Fencing (originally 9.7)

  • Council formally approved the appointment of CBT BEARD LTD for the fencing installation at the recreation ground, in line with Estimate 1288.
    • Proposed: FY
    • Seconded: CS
    • Vote: Unanimous

 

9.7 Overgrown Hedges and Vegetation (originally 9.8)

  • Councillors noted several instances of hedges overhanging roads, especially along Stream Road, reducing road width and visibility.
  • Action Plan:
    • Step 1: Draft a general message to all residents to be published in Upton News (July edition), encouraging hedge maintenance before the winter.
    • Step 2: In November 2025, revisit and consider direct letters to non-compliant properties if issues persist.
    • Proposed: MT
    • Seconded: FY
    • Vote: Unanimous
  1. Planning

10.1 To Note Any New Applications or Decisions

  • No new planning applications or decisions were reported. The Clerk confirmed that the planning portal is now checked daily to ensure up-to-date information.

Noted.

 

10.2 Consideration of Funding for Planning Consultant – Application P24/V2170/FUL (Land at Wattle Cottage Farm)

  • The Council discussed the potential allocation of funds for hiring a professional planning consultant to support the Council’s response to planning application P24/V2170/FUL, relating to a proposed traveller site at Wattle Cottage Farm.
  • The Chair reported that several planning consultants had declined involvement due to conflicts of interest. The most recent candidate withdrew after discovering a professional conflict.
  • The Council agreed not to appoint a planning consultant at this time. Instead, Cllr Yates will continue to coordinate the response using internal resources and community expertise.

No vote required. Proposal withdrawn.

 

  1. Councillor Vacancy
  • The Council noted that a vacancy exists following the resignation of Cllr Brendan Heneghan.
  • Cllr Yates has advertised the vacancy on local WhatsApp groups and requested a formal graphic from Cllr Watts-Lay to encourage applications.
  • It was noted that Peter Head may be willing to join the Council after the current planning application is resolved.
  • Discussion also took place regarding Cllr DB, who has missed several meetings. Councillors were reminded that if Cllr DB is absent from the next meeting in September, the Council must formally vote on whether he may continue in office under s.85 of the Local Government Act 1972.
  • The council is already in agreement that Cllr DB should remain in office as their reason for absence is outside of their own control and is entirely valid. The thoughts of all Council Members and wider community are with Cllr DB and his family at this time.

Noted.

 

  1. Contributions to Upton News

The Council agreed the following items would be submitted to the August 2025 edition of Upton News:

  • Announcement of the formation and adoption of the Community Working Group for exploring the potential acquisition of Lot 3 (Chapel Furlong Land). This will encourage broader community involvement and transparency.
  • Councillor Vacancy advertisement – a call for volunteers to consider co-option to the Council.
  • Notice of recent car park maintenance work, to inform residents and prevent confusion.
  • Brief warning regarding late-night antisocial behaviour in public spaces (including car parks), particularly concerning inappropriate vehicle use.

Additional suggestions:

  • Begin considering themes for a community fundraiser linked to the recreation ground, with ideas such as an autumn scarecrow trail or seasonal celebration to be discussed at a later date.

Action: Clerk to draft article and circulate for approval prior to submission deadline.

 

  1. Date of Next Meeting
  • The next scheduled Parish Council meeting will be held on:
    Wednesday, 24th September 2025 at 19:00 in the Upton Village Hall, Small Meeting Room.

 

Meeting Closed.