UPTON PARISH COUNCIL
Minutes of the Parish Council Meeting
Date: Wednesday, 24th September 2025
Time: 19:00
Venue: Small Meeting Room, Upton Village Hall
Present
Chair: Cllr. Françoise Yates (FY)
Councillors: Cllr. Chris Seelig (CS), Cllr. Emma Watts-Lay (EWL), Cllr. David Beckles (DB)
Clerk: Benjamin Shaw
Apologies: Cllr. Matthew Tolbot (MT)
Members of the Public: Mr Peter Head (PH)
- To receive apologies for absence
Apologies were received from Cllr. MT All other members were present.
Resolved: Apologies noted.
- To record any declarations of interests relating to this meeting
No declarations of interest were made.
Resolved: None declared.
- To co-opt Peter Head onto the Parish Council as of 24th September 2025
The Chair invited members to consider the co-option of Mr Peter Head to the Parish Council.
Proposed by: Cllr. FY
Seconded by: Cllr. EWL
Vote: Unanimous in favour.
Resolved: Mr Peter Head was duly co-opted onto Upton Parish Council as of 24th September 2025. The Chair congratulated Cllr. Head and noted that the necessary paperwork would be completed and signed at a later date.
- Open Forum
There were no members of the public present at the time of discussion.
It was noted that the Brownies had requested access to the recreation ground and asked if the gates could be dropped during their visits. This will be scheduled for the next meeting.
Resolved: Clerk to add the Brownies’ request to the next agenda.
- To approve the minutes of the Parish Council meetings held on Wednesday, 23rd July 2025 and Friday, 5th September 2025
The minutes were circulated in advance.
Proposed by: Cllr. FY
Seconded by: Cllr. CS
Vote: Unanimous in favour (Cllr. PH abstained as he was not a councillor at the time).
Resolved: Minutes approved and signed by the Chair as a true and accurate record.
- To hear questions and reports from the District Council
No representatives were present. A written report had been received and circulated.
Resolved: Report received and noted.
- To hear questions and reports from the County Council
No representatives were present. A written report had been received and circulated.
Resolved: Report received and noted.
- Planning
8.1 P25/V1051/FUL – Skippets Stables, Mobile Home, Dene Hollow, Chilton, Didcot
The Clerk reported that the application had been approved.
Resolved: Decision noted. No further action required.
8.2 Amendment (No. 2) – P25/V1051/FUL – Skippets Stables, Mobile Home, Dene Hollow, Chilton, Didcot
Members noted the amendment reduces proposed external lighting, following objections from Chilton Parish Council.
Proposed by: Cllr. FY
Seconded by: Cllr. DB
Vote: Four in favour, one abstention (Cllr. Peter Head).
Resolved: No formal comment.
- Finance & Administration
Financial Summary (as at 31 August 2025):
- Treasurer’s Account: £29,490.15
- Business Bank Instant Account: £32,083.84
Total funds available: £61,573.99
9.1 To agree the authorisers for next month’s payments
It was proposed that Cllr. David Beckles continue as an authoriser for the forthcoming month.
Proposed by: Cllr. FY
Seconded by: Cllr. EWL
Vote: Unanimous.
The Clerk confirmed additional online banking cards/readers for Cllrs. MT and FY were being issued.
Resolved: Authorisers agreed.
9.2 To approve payments made within budgeted amounts
Members reviewed payments since the previous meeting and confirmed all were within budget.
Proposed by: Cllr. CS
Seconded by: Cllr. FY
Vote: Four in favour, one abstention (Cllr. PH).
Resolved: Payments approved.
9.3 To sign off bank reconciliation to end of July & August 2025
Reconciliations presented; examined and signed.
Proposed by: Cllr. FY
Seconded by: Cllr. DB
Vote: Unanimous (one abstention — Cllr. PH).
Resolved: Bank reconciliations approved and signed.
9.4 To review all standing orders and approve
Standing orders currently include Tesco Mobile, Microsoft 365, and TFM Grounds Maintenance. Multiple grounds entries related to two months’ billing (including bins).
Resolved: Standing orders approved unanimously.
9.5 Presentation of End of Q1 & Q2 Financial Statements
Due to the Treasurer’s absence, presentation was deferred to the October meeting. The Clerk noted a healthy cash position and spend within budget.
Resolved: Defer to October 2025 meeting.
- Draft Budget Proposal for FY 2026–2027
The Clerk outlined the process for the draft budget (1 Apr 2026 – 31 Mar 2027).
- Treasurer and Clerk to circulate a draft by email for comments.
- Councillors may suggest amendments and capital priorities.
- Finance Working Group to meet in October 2025 to finalise recommendations.
- Final budget and precept at Full Council — 29th Oct 2025.
Resolved: Discussion deferred until Treasurer’s return; draft to be circulated in advance.
- Appointment of Internal Auditor for 2025/26
No responses received from LCC, Auditing Solutions Ltd, or PATAS despite multiple contacts. Members considered re-appointing current auditor.
Recommendation: Reappoint Abbott Denton.
Proposed by: Cllr. FY
Seconded by: Cllr. EWL
Vote: Unanimous
Resolved: Abbott Denton appointed Internal Auditor for 2025/26.
Action: Clerk to confirm booking and bring engagement letter/fee to next meeting.
- Recreation Ground – winter readiness & 2026/27 grounds maintenance planning
12.1 Trees
- Priority safety works discussed (incl. car-park entrance overhang; at-risk tree near power lines).
Resolved: Seek three quotes from qualified arborists for a tree survey (with priorities) and any urgent works.
Actions: Clerk to invite Michael Wilson and two others to quote (like-for-like spec); Clerk to write to SSE re at-risk tree; any minor pruning only with insurance, risk assessment and competence.
12.2 Drainage
- Surface drain by folding bollards is clear but requires regular sweeping.
Resolved: Add monthly sweep to the grounds brief.
Action: Clerk to arrange an immediate sweep and include in future specs.
12.3 Grounds equipment (mower)
Resolved: Service the ride-on mower this month within budget.
Action: Clerk to arrange collection/service and report advisories.
12.4 Grounds maintenance contracts (2026/27)
Resolved: Seek three like-for-like quotes using a written spec and site walk-through.
Actions: Clerk to prepare spec/map and invite TFM, Scofell, and one other; Cllr. Head to suggest an additional contractor; Finance committee to review and recommend.
12.5 Play area
Resolved: Obtain three quotes for swing replacement and phased improvements; arrange scheduled independent inspection.
Actions: Cllr. Françoise Yates to continue quotes (with/without installation) and liaise on compliance; Clerk to arrange next independent inspection and continue quarterly internal checks; Cllrs. FY & MT to explore grants once scope/costs confirmed.
12.6 Communications & volunteers
Resolved: Invite residents to discuss non-power-tool volunteering and grounds priorities at 29 Oct 2025; set out constraints clearly.
Action: Cllr. EWL to prepare a short notice for Upton News, Facebook, and the WhatsApp group.
12.7 Site security
Resolved: Change padlock codes on bollards/garage.
Action: Clerk to update and circulate to councillors (and event organisers on a controlled, temporary basis).
- Village Survey – Update from Cllr. Yates
Volunteer Debbie [surname withheld] will coordinate a focus group (~12 residents) representing different interests/areas to shape a short village-wide questionnaire; two resident facilitators to assist; aim to complete initial focus-group work by 22 Oct 2025. A Parish Council representative will be invited.
Actions: Cllr. Yates to circulate links to prior surveys; members to submit proposed PC questions; Cllr. FY to liaise on attendance and report back in October.
Resolved: Update noted; Council thanks the volunteer.
- Community Working Group – ACV Nomination: Chapel Furlong Land
Resolved: Public record to state “negotiations are ongoing and continuing in good faith with the vendor.” Further details to be discussed off the record after the meeting.
- Village Matters
15.1.1 Recreation Ground
No further updates beyond Item 12. Resolved: Noted.
15.1.2 Football Pitch Hire
- Existing hirer ends on 30 Sept (two sessions early); refund request of £40.
Resolved: Refund approved as goodwill.
Proposed: Cllr. PH | Seconded: Cllr. EWL | Vote: Unanimous - Previous hirer interested in returning (training only).
Resolved: Clerk to negotiate at £50 per session; no parking on grass; toilets not included. - Unauthorised Tuesday use: Clerk to monitor; if operating commercially, remind of non-commercial use policy.
15.1.3 Play Area
Weekly ROSPA-based visual inspections to continue, shared via a rota. Cllr. DB to attend next inspection (13 Oct).
Actions: Members to add dates to rota; Cllr. FY to induct; completed forms to Clerk monthly.
Resolved: Shared rota adopted.
15.1.4 External Audit
AGAR 2024/25: Correspondence ongoing. Minor numerical inversion identified and clarified; no impact anticipated.
Resolved: Noted; awaiting final sign-off.
15.1.5 Storage Container
Further work paused due to access constraints.
Resolved: Cllr. FY to discuss alternative storage (e.g., metal boxes in garage) with donor; decision to October meeting.
Note: Ground conditions may delay any vehicle delivery until spring 2026.
15.1.6 Organisation of the Marquees
Reorganisation to follow storage decision.
Resolved: Review storage after donor discussion; subject to approval, schedule a Volunteer Maintenance Day to sort/clean/label before spring.
15.1.7 IT & Website
New parish emails being issued; website tidied. Peter McLaughlin intends to step back from management.
Resolved: Increase IT/website budget to £2,000 in the draft budget; Cllr. PH to review hosting/maintenance options with the Clerk/Treasurer.
15.1.8 Contributions to Upton News
Article to:
- Thank fete volunteers and donors (noting PC role/contribution).
- Note approx. £4,000 raised, proceeds to church, Blueberry School, and community projects (incl. play area).
- Invite expressions of interest in volunteering (maintenance/fundraising).
- Note grounds maintenance tender in progress; public input welcome at October meeting.
Action: Cllr. EWL to prepare and submit the item.
Date of Next Meetings
- Finance Committee: Wednesday 15th October 2025, 19:00 — Upton Village Hall (Small Meeting Room)
- Full Council: Wednesday 29th October 2025, 19:00 — Upton Village Hall (Small Meeting Room)