Upton Village

South Oxfordshire

Agenda for the Upton Parish Council Meeting 24.09.2025

UPTON PARISH COUNCIL

19th September 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 24th  September 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@uptonparishcouncil.gov.uk)

 

AGENDA

 

  1. To receive apologies for absence
  2. To record any declarations of interests relating to this meeting
  3. To co-opt Peter Head onto the Parish Council as of 24th September 2025 as approved by OALC
  4. Open Forum

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

  1. To approve the minutes of the Parish Council meetings held on Wednesday, 23rd July 2025 & 5th September 2025

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

  1. To Hear Questions and reports from District Council
  2. To Hear Questions and Reports from County Council
  3. Planning

8.1 – To hear application P25/V1051/FUL, for development work at the following location: Skippets Stables, Mobile Home Dene Hollow Chilton Didcot, has been approved.

8.2 – planning application amendment (no. 2), on application P25/V1051/FUL, for development work at the following location: Skippets Stables, Mobile Home Dene Hollow Chilton Didcot.

  1. Finance & Administration

Treasurers Account to 31/08/2025  £29,490.15

Business Bank Instant Account to 31/08/2025  £32,083.84
Total funds available as at 01/02/25  £61,573.99

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

9.2 To approve payments made below within budgeted amounts.

9.3 To sign off bank reconciliation to end of July & August 2025.

9.4 To review all Standing Orders and approve

9.5 Presentation of End of First & Second Quarter Financial Statement

 

 

 

 

 

 

Debit

 

Transaction Date Transaction Description Debit Amount
28/08/2025 MICROSOFT 10.3
27/08/2025 MICROSOFT 4.9
18/08/2025 Bank Charges 4.25
15/08/2025 TESCO MOBILE 7.98
30/07/2025 Insurance 1013.36
30/07/2025 Grounds Maintenance 367.5
30/07/2025 Grounds Maintenance 62.4
30/07/2025 Grounds Maintenance 367.5
30/07/2025 Fence Posts Car Park 1679.81
30/07/2025 Playground Inspection 318
30/07/2025  MARQUEE Replacement Parts Purchase 713.53
30/07/2025 Grounds Maintenance 62.4
28/07/2025 MICROSOFT 10.3
28/07/2025 MICROSOFT 4.9
18/07/2025 Bank Charges 4.25
15/07/2025 TESCO MOBILE 7.98
Total 4639.36

 

Credit

 

Transaction Date Transaction Description Credit Amount
09/07/2025 INTEREST (GROSS) 16.95
29/08/2025 Land Purchase Donation 1000
27/08/2025 Land Purchase Donation 2000
27/08/2025 Land Purchase Donation 1000
27/08/2025 Land Purchase Donation 30
26/08/2025 Land Purchase Donation 500
26/08/2025 Land Purchase Donation 500
26/08/2025 Land Purchase Donation 100
21/08/2025 Land Purchase Donation 100
19/08/2025 Land Purchase Donation 1000
18/08/2025 Land Purchase Donation 1000
18/08/2025 Land Purchase Donation 250
15/08/2025 Land Purchase Donation 1000
14/08/2025 Land Purchase Donation 20000
14/08/2025 Land Purchase Donation 150
14/08/2025 Land Purchase Donation 150
11/08/2025 INTEREST (GROSS) 18.65
16/07/2025 Land Purchase Donation 100
Total 28915.60

 

 

 

  1. Draft Budget Proposal for Financial Year 2026–2027

 

Purpose:
To present and review the draft budget proposal for the financial year 1 April 2026 to 31 March 2027. The draft includes projected income and expenditure, key priorities, and initial recommendations for discussion.

 

Background:
A preliminary budget has been prepared to support the Council’s ongoing responsibilities, community projects, and strategic objectives. This includes estimates for precept requirements, maintenance contracts, grant allocations, and proposed new initiatives such as infrastructure improvements and potential capital projects.

 

Supporting Documents:

  • Draft Budget 2026–2027 (attached)
  • Current year budget vs actual report (attached)

 

Proposed Actions:

  • Review the proposed figures for each budget line
  • Consider any amendments or additional priorities for the next financial year
  • Note potential funding sources (e.g. CIL, grants, reserves)
  • Agree a date for final budget approval and precept setting (suggested: October 2025)

 

Recommendation:
That Council reviews and comments on the draft budget proposal and provides feedback for incorporation into the final version by email for consideration by the finance working group to be approved in October 29th  Full Parish Council meeting.

 

  1. To Consider the appointment of Internal Auditor for the 2025/2026 Financial Year

 

Purpose:
To consider and confirm the appointment of an internal auditor to carry out the internal audit for the financial year ending 31 March 2026, in accordance with the requirements of the Annual Governance and Accountability Return (AGAR).

 

Background:
Parish councils are required to appoint an independent and competent internal auditor to review the effectiveness of their financial and governance controls annually. The internal auditor must be appointed in advance to allow for scheduling and appropriate allocation of audit time.

 

Considerations:

  • Review of any quotes or correspondence received from prospective auditors
  • Local Council Consultancy (LCC) –
  • Auditing Solutions Ltd –
  • Parish And Town Auditing Services (PATAS) –
  • Assessment of independence, qualifications, and experience
  • Performance of the previous year’s auditor (if reappointment is considered)

Recommendation:
That the Council appoints Abbott Denton as the internal auditor for the 2025/2026 financial year and confirms the booking at the earliest opportunity.

 

  1. To consider and agree on any necessary works, servicing, or quotations related to the recreation ground prior to the winter season, and to initiate planning for grounds maintenance contracts for the 2026/2027 financial year.

 

Background:
Ahead of the winter period, it is good practice for the Council to review the condition of the recreation ground and identify any maintenance needs to ensure the space remains safe, usable, and well-managed. This includes attention to trees, drainage, play equipment, and machinery, as well as longer-term planning for grounds maintenance.

 

Key Areas for Consideration:

  • Inspection and any required maintenance of trees within or overhanging the recreation ground
  • Clearance and assessment of drainage systems to prevent seasonal flooding
  • Servicing of the mower and other grounds equipment prior to winter storage/use
  • Review of current grounds maintenance arrangements, with a view to obtaining updated quotes for the 2026/2027 contract
  • Inspection of play area equipment for wear, damage, or safety concerns and to schedule any necessary repairs

 

Recommendation:
That the Council:

  1. Identifies and agrees any urgent or scheduled works needed before winter;
  2. Approves the servicing of grounds equipment as appropriate;
  3. Authorises the Clerk to obtain updated quotations for grounds maintenance for 2026/2027;
  4. Arranges a play area inspection and considers any necessary improvements or repairs.

 

  1. Council to hear an Update from Councilor Yates on an update of the Upton Village Survey.

 

  1. Council to hear and update from Community Working Group on Asset of Community Value (ACV) Nomination – Chapel Furlong Land

 

  1. To Hear Updates on Village Matters

 

  • The Recreation Ground
  • Football Pitch Hire
  • The Play Area
  • External Audit
  • Storage Container
  • Organisation of the Marquees
  • IT & Website
  • Contributions to Upton News

 

  1. Date of the next meeting

 

15th October 2025 19:00 Upton Village Hall Small Meeting Room – Finance Committee

29th October 2025 19:00 Upton Village Hall Small Meeting Room – Full Council Meeting