UPTON PARISH COUNCIL
Minutes of the Extraordinary Parish Council Meeting
Date: Friday, 5th September 2025
Time: 19:00
Venue: Upton Village Hall Small Meeting Room
Present
Chair: Françoise Yates – FY
Councillors: Chris Seelig – CS, Matthew Talbot – MT
Clerk: Benjamin Shaw
Apologies: David Beckles – DB & Emma Watts-Lay – EWL
Members of the Public: Two
1. To receive apologies for absence
Apologies were received from Emma Watts-Lay (EWL) & David Beckles (DB)
2. To record any declarations of interests relating to this meeting
None were declared.
3. Open Forum
Members of the public were invited to speak. Residents expressed support for the potential purchase of land for community benefit, noting the strong results of the parish survey which showed approximately 90% support.
The Council considered the proposed acquisition of land (c. 3.5 acres) for community use. The Clerk and Peter Head presented financing options and the outcomes of community engagement. The following key points were noted:
– Two offers of private loans: one interest-free, requiring confidentiality and specific resolutions; and one at a commercial rate.
– Public Works Loan Board (PWLB) financing was also considered; however, it may take up to six months to secure.
– Parish reserves of approximately £12,000 had been set aside for fencing, increased by a further £6,000 this year. Together with donations pledged (£41,000), available funds totalled c. £55,000.
– Community survey of over 140 households (out of 170) showed approximately 90% in favour, with an indicative maximum increase of £45 per Band D property per year. Coverage exceeded 75%, satisfying Department for Levelling Up requirements.
– Independent valuation of the land was £60,000 as farmland. Market expectations suggest £100,000–£120,000 as likely purchase price.
– The Council discussed affordability of bids up to £150,000, with maximum borrowing potential estimated at c. £156,000 via PWLB alone, or £180,000 if blended with the interest-free loan.
– It was emphasised that only sums required would ultimately be drawn down, even if permission to borrow a higher figure was sought.
– Applications for capital grants from other authorities would be pursued when available (e.g. South Oxfordshire reopening in February).
5. Resolutions
It was RESOLVED that:
a) The Council apply to the Secretary of State for permission to borrow up to £156,000 from the Public Works Loan Board.
b) The Responsible Financial Officer (RFO) be delegated authority to complete necessary checks, including confidentiality requirements and money laundering checks in relation to the private interest-free loan offer.
c) The Council notes that a further Extraordinary Meeting (or the scheduled meeting of 25th September) will be required to approve specific resolutions relating to acceptance of the private loan and to instruct legal review of the loan agreement.
d) The Clerk continue preparation of the business case to the Department for Levelling Up, incorporating the survey results and financial details.
e) The maximum indicative bid the Council may authorise, subject to loan approval, is £150,000, with any higher bids requiring further Council approval.
Proposed FY
Seconded MT
Vote Unanimous