UPTON PARISH COUNCIL

24th October 2025

To: All Members of the Council

 

You are hereby summoned to attend a meeting of the Parish Council to be held in the main hall at Upton village hall on Wednesday 29^th  October 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. Open Forum

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

 

4. To approve the minutes of the Parish Council meetings held on 24^th September 2025 & The Finance Committee Meeting 15^th October 2025

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

 

5. Planning

To Note no New Planning Applications at this time.

 

Proposed by Councillor Peter Head

RESOLUTION 1: Opposition to Weakening of Section 85 Duty

To RESOLVE THAT Upton Parish Council:

1. Strongly opposesany weakening or removal of the Section 85 duty under the Countryside and Rights of Way Act 2000 as strengthened by the Levelling Up and Regeneration Act 2023;
2. Supports the retentionof the strengthened duty requiring relevant authorities to “seek to further the purpose of conserving and enhancing the natural beauty, wildlife, and cultural heritage” of National Landscapes;
3. Notes with concernthat weakening these protections would directly undermine elements of our formal objection to planning application P24/V2170/FUL and would open the door to inappropriate development within and affecting the North Wessex Downs National Landscape portions of our parish;
4. Authorises the Clerkto write formally to:
   • Olly Glover MP (Didcot and Wantage)
   • Relevant Government Ministers (Secretary of State for Environment, Food and Rural Affairs; Parliamentary Under-Secretary of State for Planning)

expressing this position and urging them to oppose any amendments to the Planning and Infrastructure Bill that would weaken Section 85 protections;

5. Requeststhat Olly Glover MP provide a written response outlining his position and intended actions on this matter;
6. Encouragesall councillors to write individually to our MP in their personal capacity as residents and constituents supporting this position.

 

RESOLUTION 2: Partnership with North Wessex Downs National Landscape

To RESOLVE THAT Upton Parish Council:

1. Establishes formal liaisonwith the North Wessex Downs National Landscape team;
2. Commitsto ensure all future planning responses explicitly reference the Section 85 duty and the North Wessex Downs Management Plan where relevant to applications within or affecting the National Landscape;
3. Agreesto engage with the North Wessex Downs team on consultations, workshops, and strategic planning matters;
4. Resolvesto include North Wessex Downs National Landscape considerations in any future Neighbourhood Plan reviews or updates;
5. Authorises the Clerkto notify Henry Oliver (Director, North Wessex Downs National Landscape) of the council’s support for the campaign and our commitment to partnership working.

 

RESOLUTION 3: Public Awareness and Community Engagement

To RESOLVE THAT Upton Parish Council:

1. Instructsthe Clerk and Communications portfolio holder to use all available parish communications channels (website, newsletter, social media, noticeboards) to raise awareness amongst parishioners about:
   • The importance of the North Wessex Downs National Landscape designation for our parish
   • Current threats to legal protections under the Planning and Infrastructure Bill
   • How residents can support the campaign by writing to our MP
2. Approvesthe following communications paragraph for immediate publication, subject to minor editorial amendments by the Clerk or Communications portfolio holder:

“Upton Parish Council is calling on residents to support the campaign to protect the North Wessex Downs National Landscape (Formerly ‘AONB’). The Government is considering changes to planning law that could weaken vital protections for our countryside. The current law requires councils to ‘seek to further’ conservation and enhancement of the North Wessex Downs—this duty was central to our recent objection to inappropriate development affecting our parish. Over 170 national organisations are warning these changes would be ‘a monumental step back’ for landscape protection. What you can do: Write to our MP Olly Glover (olly.glover.mp@parliament.uk) asking him to oppose weakening of Section 85 protections in the Planning and Infrastructure Bill. For more information, contact the Parish Clerk or visit www.northwessexdowns.org.uk. Our countryside needs your voice.”

3. Encouragesparishioners to participate in any North Wessex Downs consultations, campaigns, and events;
4. Agreesto provide updates to parishioners on the progress of the Planning and Infrastructure Bill and the council’s advocacy efforts.

 

ALTERNATIVE: SINGLE COMBINED RESOLUTION

If the meeting is pressed for time, the following single resolution combines all three elements. Note either the 3 resolutions above are voted upon, or the following single resolution:

 

To RESOLVE THAT Upton Parish Council:

1. Strongly opposes any weakening or removal of the Section 85 duty requiring authorities to “seek to further” the conservation and enhancement of National Landscapes, noting this would undermine our formal objection to planning application P24/V2170/FUL and open the door to inappropriate development within and affecting the National Landscape portions of our parish;
2. Authorises the Clerk to write formally to Olly Glover MP and relevant Government Ministers expressing this position and requesting a written response on intended actions;
3. Establishes formal liaison with the North Wessex Downs National Landscape team and commits to explicitly referencing Section 85 duty and the North Wessex Downs Management Plan in all relevant future planning responses;
4. Instructs the Clerk and Communications portfolio holder to use parish communications channels to raise public awareness and encourage parishioners to support the campaign by writing to our MP, approving the communications paragraph set out above;

 

RESOLUTION 4: Neighbourhood Development Plan (NDP) for Upton

To RESOLVE THAT Upton Parish Council:

 

Upton Parish Council notes the potential statutory and community benefits of preparing a Neighbourhood Development Plan for the parish.
Council resolves to delegate to Cllr Peter Head authority to:

• Liaise with neighbouring parishes, the district council, and planning advisers,
• Open communication with residents to gauge community interest, priorities, and potential working group members,
• Seek further information on the process, available grants, resource implications, and report progress and recommendations for next steps to a future council meeting.

 

 

6. To Hear Questions and reports from District Council

 

7. To Hear Questions and Reports from County Council

 

8. To review 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

 

9. To approve the signing off of the Clerk in the role

 

10. Councillor Peter Head to propose

 

RESOLUTION 1: Authorisation to Accept Anonymous Interest‑Free Loan

It is RESOLVED that:

1. a) Upton Parish Council authorises acceptance of an interest‑free private loan of up to £90,000 for the Chapel Furlong land acquisition, from a private individual who wishes to remain anonymous.
2. b) The Clerk/RFO is authorised and directed to:

• Conduct all necessary due diligence procedures, including anti‑money laundering checks, to verify the legitimacy of the loan offer and the capacity of the lender
• Maintain confidential records of lender identity and verification procedures in secure, restricted‑access files
• Execute all necessary legal documentation for the loan agreement

1. c) The loan shall be repaid over ten years through annual precept repayments of approximately £9,000 per annum.
2. d) Upon completion of due diligence, the RFO shall report to Full Council that verification procedures have been completed satisfactorily, without disclosing the lender’s identity, stating:
   “Due diligence and anti‑money laundering checks have been completed and confirm the legitimacy of the anonymous lender.”

 

RESOLUTION 2: Due Diligence and Confidentiality Procedures

It is FURTHER RESOLVED that:

1. a) The RFO is authorised to maintain confidential records of:

• Lender identity verification
• Anti‑money laundering compliance checks
• Source‑of‑funds documentation
• Ongoing loan administration records

1. b) These confidential files shall be:

• Maintained in secure, restricted‑access storage
• Available for inspection by DLUHC or external auditors under appropriate confidentiality arrangements
• Retained in accordance with the Council’s document‑retention policy

1. c) Any loan offer where the lender’s identity or source of funds cannot be fully verified shall be rejected and referred back to Full Council for determination.

 

RESOLUTION 3: Public Communication and Transparency

It is FURTHER RESOLVED that:

1. a) The Council’s public communications regarding the land acquisition funding shall reference:

• “An interest‑free loan from a verified private individual who wishes to remain anonymous”
• The loan amount, repayment term, and annual cost
• Confirmation that appropriate due diligence has been completed

1. b) The Clerk is authorised to respond to public enquiries by confirming that the loan arrangement is legitimate, fully verified, and compliant with all applicable laws and regulations, whilst maintaining the confidentiality of the lender’s personal details.
2. c) This arrangement balances the Council’s transparency obligations with legitimate privacy expectations whilst ensuring full regulatory compliance.

 

 

 

RESOLUTION 4: Funding Structure and Delegated Authority

It is FURTHER RESOLVED that:

1. a) The Council shall fund the land acquisition utilising available resources in the most financially advantageous manner, including:

• Community donations received and ringfenced for this purpose
• Council reserves
• Interest‑free private loan (up to £90,000)
• Commercial borrowing from the Public Works Loan Board or other competitively priced private or commercial lenders (only if required, and subject to appropriate due diligence checks)

1. b) The final funding mix shall be determined by the actual purchase price negotiated, with the objective of minimising or eliminating reliance on commercial borrowing.
2. c) The Clerk/RFO is delegated authority to finalise the most effective funding mix based on the actual purchase price and confirmed donation levels, without further reference to Full Council, provided the total annual debt service does not exceed the previously approved £45 per Band D precept increase effective from April 2026 (for the 2026/27 financial year).
3. d) The Clerk shall notify DLUHC of the actual loan amount drawn down as soon as completion occurs.

 

RESOLUTION 5: Delegation of Conveyancing and Completion Authority

It is FURTHER RESOLVED that:

1. a) Subject to confirmation that the Council’s bid has been accepted by the vendor, the Clerk/RFO, in consultation with the Council’s appointed solicitor, is authorised to:

• Instruct and commission all necessary pre‑purchase surveys, including land registry searches, boundary surveys, environmental assessments, or other professional reports required for due diligence
• Negotiate final terms and conditions of sale within the parameters approved by Full Council
• Execute all conveyancing documentation required to complete the land purchase
• Arrange payment of the purchase price and associated costs from the approved funding sources
• Complete all Land Registry formalities to register the Council as proprietor

1. b) The Clerk/RFO shall:

• Keep the Chair and the Working Group Chair informed of all material developments during the conveyancing process
• Refer any significant issues or deviations from expected terms back to Full Council before proceeding
• Present a full report to the next Full Council meeting following completion, including final costs, funding sources, and confirmation of title registration

1. c) The total authority delegated under this resolution shall not exceed the final agreed purchase price plus fifteen percent to cover legal, survey, and associated completion expenses.

 

11. Finance & Administration

11.1- Treasurers Account to 30/09/2025  £55373.44

11.2 – Business Bank Instant Account to 30/09/2025  £29521.02

11.3 – Total funds available as at 20/09/25  £84894.46

11.4 – To agree the authorisers for next month’s payments.

11.5 –  To approve payments made below within budgeted amounts.

11.6 –  To sign off bank reconciliation to end of September 2025.

11.7 –  To review all Standing Orders and approve

11.8 –  Presentation of End of First & Second Quarter Financial Statement To review budget v.expenditure for first two quarters of year.

 

Treasurers recommendations to Council:

 

Payments:

• We should consider looking at spending the ‘Ad hoc payments’ in ‘Recreation and ground maintenance’. If there is nothing immediate, then we should consider using for repair / coppicing any dangerous trees.
• We have budget for village upkeep. Council should consider if there us any immediate action needed. If not, we should consider either repurposing the monies against another item i.e. tree repair, or add to reserves against an item that needs more funds i.e. pump track, bus shelter etc.
• Training needs to be booked by new councillors for any relevant courses. Likewise the Clerk should consider implementing any additional training needed.
• Other payment items in budget are in process and should be invoiced in line (or thereabouts) with budget.

 

Receipts:

• We need to confirm the donations that have been received.
• The Council need to consider how they can advertise facilities hire.
• Clerk and Matt to action the VAT refund return.

 

11.9 – To hear a proposal from the Treasure and finance committee following the finance committee meeting held on October 15^th regarding a precept raise for the year 2026/2027 to be voted on by full council.

 

Transaction Date	Transaction Description	Credit Amount
18/09/2025	Bank Compensation for costs to the Clerk	11
18/09/2025	Bank Compensation for costs to the Clerk	60
01/09/2025	Land Donation	150
05/09/2025	Football Pitch Hire	200
03/09/2025	Land Donation	300
04/09/2025	Land Donation	500
02/09/2025	Land Donation	500
02/09/2025	Land Donation	500
01/09/2025	Land Donation	500
01/09/2025	Land Donation	1000
05/09/2025	Land Donation	3000
02/09/2025	Land Donation	5000
05/09/2025	Second Half of the Precept	13709
09/10/2025	INTEREST (GROSS)	14.55
	Total	25444.55

 

 

Transaction Date	Transaction Description	Debit Amount
16/09/2025	Bank Charges	4.25
29/09/2025	MICROSOFT	4.9
15/09/2025	TESCO MOBILE 330194429472A-0006	7.98
29/09/2025	MICROSOFT	10.3
04/09/2025	TFM	62.4
04/09/2025	TFM	367.5
04/09/2025	Expenses Signed off by vote in September	1683.07
	Total	2140.4

 

12. To hear proposal from Councillor Peter Head

Discussion – Unitary Authority Proposals for Oxfordshire (Ridgeway Council Option)

Background:
Oxfordshire’s system of local government may soon change. Five councils (including Vale of White Horse) have submitted the “Ridgeway Council” proposal, which would create a new unitary authority covering Vale, South Oxfordshire, and West Berkshire. Public consultation formally closed in the summer, but parish councils are still being invited by district councillors and other tiers to signal their opinions.

What is the Ridgeway Proposal?

• Combines existing district councils (Vale, South Oxfordshire, West Berkshire) into one new “Ridgeway Council,” responsible for all local government functions in those areas.
• Focuses on keeping decision-making closer to rural parishes, towns, and market town communities.
• Aims to preserve local identity and parish engagement, as opposed to a single county-wide authority (“One Oxfordshire”) or an “Oxford only” authority.

Why Is This on Our Agenda?

• The Ridgeway model could directly affect how planning, infrastructure, social care, and community services are managed in our parish.
• Parishes are being consulted by district and county councillors for views and/or endorsement.
• Our input, if agreed, can be registered with the district and our MP before the final government decision deadline.

Key Points for Consideration:

• Which model would best preserve local voice and access to decision-makers for Upton?
• How might different models influence parish council powers or our relationship with planning authorities?
• Does the council feel it wishes to offer a preference or support for the Ridgeway proposal?

Important Timing Advisory

The government deadline for all final submissions and supporting statements on the Ridgeway unitary authority proposal is 28 November 2025. To ensure our council’s view is counted:

 

 

Recommended RESOLUTION: Local Government Reorganisation – Support for Ridgeway Council Proposal

 

Upton Parish Council, having considered the proposals for local government reorganisation in Oxfordshire and the Ridgeway Council unitary authority model, hereby resolves to:

 

1. SUPPORT FOR RIDGEWAY PROPOSAL

This Council formally endorses and supports the Ridgeway Council proposal for a new cross-county unitary authority covering Vale of White Horse and South Oxfordshire (both in Oxfordshire) together with West Berkshire Council for the following reasons:

1. a) Local Democratic Accountability:The Ridgeway model would maintain decision-making closer to parishes and rural communities like Upton, preserving the strong parish-district relationships that have been built over many years;
2. b) Community Identity and Service Delivery:The proposal protects the rural, small village, and market town character of our area, avoiding the risks of over-centralisation and loss of local focus that could result from a single county-wide authority;
3. c) Proven Collaboration:The Ridgeway proposal builds on the demonstrated successful collaboration between Vale of White Horse and South Oxfordshire, particularly in addressing housing, infrastructure, environmental, and planning challenges;
4. d) Geographic and Economic Coherence:Cross-border ties with West Berkshire on issues including the North Wessex Downs AONB, Ridgeway National Trail, tourism, and green infrastructure provide sound geographical logic for the proposed authority.

 

2. COMMUNICATION OF SUPPORT

Council instructs the Clerk to communicate this resolution formally to:

1. a) Vale of White Horse District Council (Leader and Chief Executive);
   b) South Oxfordshire District Council (Leader and Chief Executive);
   c) West Berkshire Council (Leader and Chief Executive);
   d) Olly Glover MP (Member of Parliament for Didcot and Wantage);
   e) The Secretary of State for Housing, Communities and Local Government;
   f) District and County Councillors representing Upton ward.

 

3. PUBLIC STATEMENT

Council authorises the Chairman and Clerk to issue a public statement on behalf of the Council expressing this support, and to publish this resolution on the parish council website and in parish communications.

 

4. TIMING

Given the government deadline of 28 November 2025 for final submissions, Council requests that this communication be completed by 15 November 2025 at the latest to ensure Upton’s voice is registered in the decision-making process.”

SUPPORTING STATEMENT (For the Minutes)

• Upton is a small parish of approximately 400 residents with distinctive rural character and strong community identity;
• The village lies within and adjacent to the North Wessex Downs Area of Outstanding Natural Beauty;
• Local planning decisions and service delivery significantly affect the parish’s future character and sustainability;
• The Ridgeway model offers the best balance between effective service delivery and genuine local accountability for communities of Upton’s scale and character;
• Parish councils have been actively invited to express their preferences during this consultation period;
• The timing is critical, with final submissions due to government by 28 November 2025.

 

 

13. To hear proposal to present the anonymous lender with a contract for the Loan Agreement for the purchase of the land known as plot 3.

 

14. To hear an update on access to the emails & IT and any other updates

 

15. To confirm the date and venue of the next full council meeting

A request has been made to change the date of the next meeting to Wednesday 19^th November 2025 from the advertised date of 26^th November 2025.