Minutes of the meeting of the Parish Council 29.10.2025

UPTON PARISH COUNCIL

Minutes of the Meeting of the Parish Council
Held on Wednesday 29th October 2025 at 7:00pm
In Upton Village Hall

Present:

Cllr. Peter Head
Cllr. David Beckles
Cllr. Chris Selig
Cllr. Francoise Yates
Cllr. Emma Watts-lay (arrived during Item 4)

In Attendance:

Hayleigh Gascoigne – District Councillor
Benjamin Shaw (Clerk)
Member of the Public: Susan Ryan

Apologies:
Cllr. Matthew Talbot (Work commitment; written report submitted)

County Councillor – Bekka Fletcher

Apologies for Absence

Apologies were received from Cllr. MT, who was unable to attend due to work commitments. His apologies and written reports were noted and accepted.

RESOLVED: Apologies were received and accepted.

Declarations of Interest

No declarations of interest were made in relation to any item on the agenda.

RESOLVED: That the record notes no declarations of interest.

Open Forum

The Chair invited comments or representations from members of the public.
Ms. Susan Ryan, member of the public, attended the meeting to observe and made no representations.

RESOLVED: The Open Forum was closed at 7:05pm.

Approval of Minutes

The minutes of the Parish Council meeting held on 24th September 2025 and the Finance Committee meeting held on 15th October 2025 had been circulated in advance.

The Clerk confirmed that minor editorial amendments had been made, including abbreviation of councillor names and a correction from “YCL” to “UCL.”

Proposal: To approve the minutes as an accurate record of the meetings.
Proposed by: Cllr. FY
Seconded by: Cllr. DB
Vote: Unanimous

RESOLVED: That the minutes of the meetings held on 24th September 2025 and 15th October 2025 be approved and signed by the Chair as a true record.

Planning

The Clerk reported that no new planning applications had been received for Upton and that there were no changes to the status of current applications. This was noted by Council.

RESOLVED: That the Council note there are no new or pending planning applications at this time.

5.1 Resolutions Proposed by Cllr. PH – North Wessex Downs National Landscape

RESOLUTION 1 – Opposition to Weakening of Section 85 Duty

Cllr. PH introduced the resolution, outlining the significance of the Section 85 duty under the Countryside and Rights of Way Act 2000 and its strengthening by the Levelling Up and Regeneration Act 2023. He emphasised that over half of Upton parish lies within the North Wessex Downs National Landscape, and that any weakening of this protection would undermine both the Council’s prior planning objections and future policy.

Following discussion, no objections or amendments were raised.

Proposed by: Cllr. PH
Seconded by: Cllr. FY
Vote: Unanimous

RESOLVED: That Upton Parish Council adopt Resolution 1, formally opposing any weakening of the Section 85 duty, and authorising the Clerk to write to Olly Glover MP and the relevant Secretaries of State expressing this position.

RESOLUTION 2 – Partnership with North Wessex Downs National Landscape

Cllr. PH introduced the second resolution, explaining that Upton Parish Council had previously relied on the North Wessex Downs Management Plan in assessing planning applications. The resolution would formalise partnership working and ensure future planning responses reference the Section 85 duty and the Management Plan.

Proposed by: Cllr. PH
Seconded by: Cllr. FY
Vote: Unanimous

RESOLVED: That the Council establish formal liaison with the North Wessex Downs team, commit to referencing the Section 85 duty in relevant planning responses, and authorise the Clerk to notify the Director, Henry Oliver, of Upton Parish Council’s support and commitment to partnership working.

RESOLUTION 3 – Public Awareness and Community Engagement

Cllr. PH introduced the third resolution, focused on improving public engagement and transparency regarding national landscape protections. The Council discussed proposed wording for publication and agreed to minor editorial discretion for the Clerk and Communications portfolio holder.

Proposed by: Cllr. PH
Seconded by: Cllr. FY
Vote: Unanimous

RESOLVED: That the Clerk and Communications portfolio holder use parish communication channels to raise awareness among residents of the North Wessex Downs designation, potential threats under the Planning and Infrastructure Bill, and how parishioners can support the campaign by writing to their MP.

5.2 RESOLUTION 4 – Neighbourhood Development Plan (NDP) for Upton

Cllr. PH presented Resolution 4, outlining the potential benefits of developing a Neighbourhood Development Plan, noting that the local district plan had been recommended for withdrawal by the Planning Inspectorate. He stressed that an NDP would allow Upton Parish to influence the scale and location of future development, and that this resolution sought only to authorise preliminary research, not a financial commitment.

Cllr. PH confirmed his intention to liaise with neighbouring parishes (Blewbury, Chilton, East & West Hagbourne), the District Council, and planning advisers; to consult residents regarding local priorities; and to report back with findings, grant options, and recommendations for next steps.

Proposed by: Cllr. PH
Seconded by: Cllr. DB
Vote: Unanimous

RESOLVED: That Upton Parish Council delegate authority to Cllr. Peter Head to investigate the process, funding opportunities, and community interest in preparing a Neighbourhood Development Plan, and to report progress and recommendations to a future meeting of the Council.

Reports from District Council

District Cllr. HG provided an update on district matters relevant to Upton Parish.

Joint Local Plan

District Cllr. HG reported that the Joint Local Plan prepared jointly by Vale of White Horse District Council (VoWHDC) and South Oxfordshire District Council (SODC) had reached the Examination Stage. However, the Planning Inspector had advised withdrawal of the plan on the grounds of an alleged failure to demonstrate a duty to cooperate with Oxford City Council regarding unmet housing needs.

She explained that Oxford City Council had requested that neighbouring districts absorb additional housing numbers, claiming they could not meet their own housing target. The Vale and South Oxfordshire Councils had contested the basis of Oxford City Council’s calculations, believing them to be inconsistent with national guidance and unfairly inflated.

The Inspector’s conclusion had therefore been considered flawed, and the district councils were reviewing all options, including potential legal action or alternative plan strategies. She noted that the Secretary of State for Levelling Up, Housing and Communities had recently written to the Planning Inspectorate encouraging a more lenient approach to local plans during this transitional period, providing some optimism that a more favourable resolution might be found.

The Joint Local Plan has not yet been formally withdrawn and therefore continues to hold some planning weight. Meanwhile, the existing Vale of White Horse Local Plan remains up to date, and the district can still demonstrate a five-year housing land supply, which mitigates the risk of speculative development in rural parishes such as Upton.

District Cllr. HG strongly endorsed Upton Parish Council’s decision to begin exploring a Neighbourhood Development Plan (NDP), noting that NDP policies carry statutory weight in planning decisions and would provide valuable local influence.

Cllr. PH thanked the District Councillor for her attendance and welcomed her endorsement of the NDP. He expressed concern that the existing accommodation assessment in the current Local Plan remained inadequate and left smaller rural parishes vulnerable to speculative development.

Cllr. PH further commented that the alleged “failure to cooperate” was arguably the result of Oxford City Council’s own refusal to engage constructively, after disagreements on housing methodology. He observed that Oxford City Council’s approach had been “intransigent” and “disappointing,” given that the Vale had demonstrated good planning discipline and had produced a high-quality plan.

The Council noted the press release from the Secretary of State and expressed cautious optimism that the district’s position would improve following further review.

The Clerk asked for an update on the Didcot Health Centre development, referencing a recent Facebook post by MP Olly Glover.

District Cllr. HG reported that the planning permission for the new health centre had been granted and the project was now with BOB ICB (Bucks, Oxon & Berks West Integrated Care Board) and NHS England to deliver. She explained that while the ICB had selected a preferred developer, the District Valuer had raised concerns over value-for-money criteria, creating a delay in contract finalisation. The ICB was lobbying NHS England to proceed, but internal NHS bureaucracy continued to hold up progress.

Members expressed frustration at the delays and the resulting pressure on Didcot Health Centre services. The Clerk shared an example of local residents being unable to obtain same-day appointments, and Cllr. EWL described a distressing personal experience in which delays and lack of medical support had contributed to a family member’s deterioration in health.

The Council unanimously agreed that the situation was unacceptable and that the accessibility of primary healthcare services was now a serious concern for Upton and surrounding villages.

ACTION:
The Clerk to draft a letter to Olly Glover MP and BOB ICB highlighting residents’ ongoing difficulties accessing GP and district nurse services, requesting clarification on the health centre’s delivery timetable and interim patient support measures.

In response to questions from councillors, District Cllr. HG confirmed that the Housing Infrastructure Fund (HIF) projects associated with Didcot Garden Town and surrounding infrastructure (including the Science Bridge and key access routes) were not affected by the current issues with the Joint Local Plan.

She clarified that the HIF funding is linked to existing permissions under the adopted Local Plan, and that all major housing sites, such as Valley Park, remain within both the current and emerging plan frameworks.

Cllr. Head noted that while Upton sought to preserve its rural character, improved access and infrastructure within Didcot would nonetheless bring indirect benefits to parish residents.

The Chair thanked District Cllr. HG for her comprehensive update and for her continued engagement with the parish.

RESOLVED:
That the report from the District Councillor be received and noted, and that the Clerk prepare correspondence to MP Olly Glover and BOB ICB regarding residents’ access to healthcare services.

Suspension of the Order of Business

To enable the District Councillor to remain for the unitary authority discussion, the Chair proposed that the running order be temporarily suspended to take Item 12 and 13 next.

Proposed: Cllr. PH
Seconded: Cllr. FY
Vote: Unanimous

RESOLVED: That the order of business be suspended and Item 12 be taken next.

Local Government Reorganisation – Support for Ridgeway Council Proposal

Council considered the briefing previously circulated by Cllr. PH regarding proposals for local government reorganisation affecting Oxfordshire, including:

a county-wide single unitary authority centred on Oxford; and
the alternative “Ridgeway Council” proposal to create a cross-boundary unitary comprising Vale of White Horse DC, South Oxfordshire DC, and West Berkshire Council.

Cllr. PH outlined his concerns that a single, Oxford-centred unitary could lead to over-centralisation and weaken representation for small rural parishes such as Upton, particularly given recent planning and local plan uncertainties. He argued that the Ridgeway model was better aligned with Upton’s rural character, its location partly within the North Wessex Downs National Landscape, and with existing, well-functioning joint working between Vale and South Oxfordshire. District Councillor HG confirmed that Vale, South, and West Berkshire had developed an evidence base to support the Ridgeway option and that the Secretary of State would make the final decision. She further noted that consultation with parishes was encouraged and that parish support would assist the MP in making representations.

No objections were raised. Councillors agreed that the Ridgeway model best protected local voice, rural service delivery, and planning sensitivity for Upton.

Formal Resolution by Cllr. PH:

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

Formally endorses and supports the Ridgeway Council proposal for a new cross-county unitary authority covering Vale of White Horse and South Oxfordshire together with West Berkshire Council, for reasons of local democratic accountability, rural identity, proven collaboration, and geographic/economic coherence;
Instructs the Clerk to communicate this resolution to:
- Leader and Chief Executive, Vale of White Horse District Council
- Leader and Chief Executive, South Oxfordshire District Council
- Leader and Chief Executive, West Berkshire Council
- Olly Glover MP (Didcot & Wantage)
- Secretary of State for Housing, Communities and Local Government
- District and County councillors representing Upton ward
Authorises the Chairman and Clerk to publish a public statement on the parish council website and in parish communications expressing this support;
Requests that communications be issued by 15 November 2025 to meet the government deadline of 28 November 2025.

Proposed: Cllr. PH
Seconded: Cllr. FY
Vote: Unanimous

RESOLVED: That Upton Parish Council supports and endorses the Ridgeway Council proposal and that the Clerk issue the communications as set out above.

Supporting Statement for the Minutes:
Council noted that Upton is a small rural parish of 367 residents with a distinctive community identity and that the parish lies within and adjacent to the North Wessex Downs National Landscape; that local planning decisions have a material effect on the parish’s character; that the Ridgeway model offers the best balance between effective service delivery and genuine local accountability for parishes of Upton’s scale; and that parish councils have been invited to express preferences ahead of the government deadline of 28 November 2025.

Proposal to Present the Anonymous Lender with a Contract for the Loan Agreement (Chapel Furlong Land Acquisition)

The Chair of the Upton Community Land Working Group (Cllr. Head) gave a detailed verbal update on the current position regarding the parish’s bid to purchase the land (plot 3) and the associated funding structure.

13.1 Land Purchase Update

The Clerk has been in active contact with the selling agent and has progressed the parish’s bid through the vendor’s two-stage process.
The parish understands it is in a favourable position but formal confirmation from all beneficiaries of the trust is still awaited.
Significant and generous community donations have been received and ringfenced.
An offer has been made to the Council of an interest-free private loan of up to £90,000 from an individual who wishes to remain anonymous.
The working group stressed the importance of protecting the lender’s anonymity, while still complying with due diligence, anti-money-laundering (AML), and audit requirements.

Council recorded its thanks to the District Councillor for previous advice on access, highways and related due diligence.

13.2 Loan Agreement

The Clerk and Cllr. Head explained that:

A draft loan agreement had been prepared using NALC/OALC guidance and with reference to parish borrowing rules.
The agreement is written to:
- allow the Clerk/RFO to complete full AML and source-of-funds checks in a confidential file;
- preserve the lender’s anonymity from councillors and the public;
- permit external audit/DLUHC inspection under appropriate confidentiality;
- protect the Council’s position by ensuring the loan is lawful parish borrowing tied to the land acquisition.
The agreement also contains explanatory notes for the lender and an optional expression-of-wish section.

The Clerk confirmed he was in contact with OALC/DLUHC on the borrowing approval and expected to forward the finalised loan agreement for legal review once the lender had been able to comment.

Cllr. PH reminded members that, based on the previously agreed community consultation, parishioners had supported (c. 91% of respondents) a Band D precept increase of up to £45 to secure community ownership of the land, and that the availability of an interest-free loan substantially reduced the overall cost to residents.

13.3 Resolution

Motion: That the Clerk be authorised to share the draft loan agreement with the anonymous lender for their review; to receive any suggested amendments from the lender; and thereafter to submit the agreement, incorporating any agreed changes, to the Council’s legal adviser for confirmation of legality and compliance prior to execution.

Proposed: Cllr. PH
Seconded: Cllr. CS
Vote: Unanimous

RESOLVED: That the Clerk is authorised to issue the loan agreement to the lender for comment and to progress the agreement to legal review, maintaining the confidentiality of the lender’s identity, and ensuring all AML and due-diligence checks are completed and recorded in secure files.

Return to the Agenda

With Item 12 and 13 completed, the Council agreed to return to the remaining agenda items following the request of the District Councillor, Council moved next to the item 7 relating to the County Councillors Report.

County Council – Report

The Clerk reported that Cllr. Rebecca Fletcher (Oxfordshire County Council) had sent her apologies for absence and had submitted a written report in advance.

RESOLVED: That the County Councillor’s written report be received and noted.

Village Matters

8.1 Recreation Ground / Grounds Maintenance Contract

The Clerk reported:

A full, clear grounds maintenance quotation had been received from Scofell (c. £5,300), with itemised work and an offer to visit site.
The Clerk had written to TFM (current contractor) earlier than to Scofell, requesting a like-for-like quote before the meeting, but no quote had been received as of the meeting date.
The historic issue with TFM related mainly to communication, billing structure, and service clarity

Members discussed whether to award the 2026 grounds maintenance to Scofell now, or to wait for the second quote. It was noted:

The current cutting season has ended and the contract rolls to April 2026, so there is no immediate operational risk in deferring;
The draft budget already allows for a Scofell-level contract;
Councillors wished to give TFM one final opportunity to submit a comparable quotation so the Council could demonstrate value for money.

DECISION:

Council agreed to defer the decision on the 2026 grounds maintenance contractor to the next meeting (provisionally 19 November 2025).
The Clerk will chase TFM for the outstanding quote and will re-circulate the footpath/grounds map used for previous tenders so councillors can compare on a like-for-like basis.

8.2 Volunteer / Working Group Approach

Council discussed whether to reintroduce a village working party for some grounds tasks (small clearance, play area tidying, occasional cuts) in future years.

It was agreed that:

For regular grass cutting the parish should continue to use a contractor (insurance, competence, and reliability reasons);
A working group could still be valuable in 2026 and beyond for one-off tasks, play area improvements, and to support new land if acquired;
Public engagement around the Chapel Furlong land would be a good opportunity to recruit volunteers.

RESOLVED: That the Council will revisit formation of a volunteer working group in the new financial year once wider village engagement has taken place.

8.3 Tree Works / At-Risk Trees

The Clerk and councillors noted several areas where trees or overhanging branches may pose a risk (entrance to the car park/fire engine access, trees near the pump track, and the cluster behind the bench).

Past work had been carried out by Michael Wilson (tree/grounds contractor) who is familiar with the site and offers good value.

Motion: To request an updated inspection/quote from the previous contractor to identify priority tree works and provide a costed schedule, to be considered at the November meeting.

Proposed: Cllr. PH
Seconded: Cllr. DB
Vote: Unanimous

RESOLVED: That the Clerk contact Michael Wilson to (a) inspect the recreation ground and other parish trees of concern; (b) identify those presenting the highest risk; and (c) provide a quote for remedial work, to be brought back to full council.

8.4 Football Pitch Hire

The Clerk reminded members that:

A resident had hired the pitch but not used two of the booked sessions and had requested a £40 refund;
Council had already agreed the refund at the previous meeting — this was simply reported again for transparency.

The Clerk further reported that the same resident had asked whether, if the parish successfully acquires the Chapel Furlong land, it could be used for grass football pitches, noting there is strong local demand and that £75/hour is a standard grass pitch rate.

Council welcomed the interest but agreed that:

Any future use of new land must be informed by the wider village consultation already promised;
A business case would help the council assess facilities, parking, and possible grant funding.

ACTION: Clerk to reply to the resident:

confirming the refund position;
inviting them to set out a short business case / requirements for football use for the Community / Land Working Group to consider; and
noting that future pitch development may link to future grant bids (FCC, district schemes, parking, changing).

8.5 Play Area – Maintenance, Safety and Future Planning

The Council received an update on the condition of the play area.

Cllr. FY confirmed that three quotes had been obtained for replacement of the swings; all were in the region of £3,000–£4,000.
Cllr. FY advised that the equipment is currently safe for use and that any items that become unsafe will be removed or isolated immediately (as with the previous tunnel item).
Given current financial priorities (possible land purchase) the Council was not minded to spend £3–4k immediately and preferred to defer major spend to spring 2026 when the overall financial position is clearer.

RESOLVED:

That the play area be maintained in a safe condition as first priority;
That full swing replacement be deferred until spring (subject to funding and land purchase position);

8.6 Play Area – 10-Year Costing / Grant Plan

Members discussed the benefit of having a 10-year indicative plan for play equipment renewal so that the Council can target external grants (FCC, district schemes, National Lottery small grants, etc.).

AGREED:

That a draft 10-year play area costing plan be prepared (what items are likely to fail / need replacing and when);
That this will support future grant applications and will link to any consultation following acquisition of Chapel Furlong land.

8.7 Weekly Play Area Inspections – Rota

The Clerk reminded members that weekly inspections are a legal/safety requirement and must be evidenced on the correct form.

Cllr. Beckles confirmed his inspection had been done but was not originally on the council form and would be transferred.
It was noted that one week (17th) had been missed; the Clerk stressed this is not sustainable and a rota is required.
Members confirmed a willingness to share the rota: Cllrs. FY, DB and CS will take turns; Cllr. PH is excused from the rota due to workload but may assist ad hoc; Cllr. MT to be added at the next meeting.

RESOLVED:

That a full rota for weekly inspections be drawn up from the Google Doc and circulated to all councillors;
That completed inspection forms be returned weekly to the Clerk;
That the Clerk will only chase where an inspection is missed.

8.8 External Audit

The Clerk reported that the external audit has been passed.

The auditor raised some advisories and asked for information that the Council believes was already supplied in previous years – this has been a sector-wide issue this year and is being raised with OALC.
There is no legal penalty and the accounts were found to be properly kept.
The invoice for the audit had not yet been received; the Clerk will check that only the agreed fee is charged.

RESOLVED: External audit for 2024/25 is noted and accepted; Clerk to report back if the fee is higher than the standard charge.

8.9 Storage Container, Marquees and On-Site Storage

Cllr. FY confirmed that Bob Lott is content for the Council to store items in boxes.
Cllr. FY will look for side-opening storage boxes suitable for the container.
Once storage is in place, the marquees can be properly organised and inventoried.

ACTION: Cllr. FY to source options for suitable storage boxes and report back.

8.10 IT & Website

A meeting is to be arranged between the Cllr. FY and Cllr. PH to hand over/regularise hosting, emails and website management.
A short email workshop will be offered so all councillors can reliably access @upton… emails.
Future web development requirements will be costed once access and responsibility are tidy.

ACTION: Cllr. FY to arrange the meeting; Cllr. PH to report at next meeting.

8.11 Contributions to Upton News

Council agreed the following items should go into the next Upton News (deadline extended to 31st):

The Section 85 / North Wessex Downs resolution (now approved)
The Neighbourhood Development Plan scoping resolution
The Ridgeway Council resolution
A template / model paragraph for residents to write to MP Olly Glover on Section 85 (Clerk to draft; Cllr. Head to finesse).

RESOLVED: Communications lead Cllr EWL to submit items above for the next Upton News.

8.12 Machinery Servicing and Security

Council had previously agreed to service the mower, strimmer and related equipment in the off-season; the Clerk will arrange collection and service.
Shed/security codes have been changed; only councillors and the Clerk now have the code, to reduce loss/untracked borrowing.

NOTED.

8.13 Car Park Markings / “Keep Clear”

Members noted the “KEEP CLEAR” marking is fading.

AGREED: Watching brief — repaint using volunteer help when convenient, rather than paid work, as a full car-park scheme is likely to be revisited if/when funding is available.

8.14 Hard Standing

No progress at present; current finances are focused on the land purchase.

AGREED: Item to be parked until funding position improves and after discussions with the Village Hall.

8.15 Speedwatch

Council noted that equipment has been purchased but there are currently only two interested volunteers, and training is required.

RESOLVED: Speedwatch to be temporarily parked until at least six volunteers are identified; to be revisited at the November meeting when Cllr. Talbot is present.

8.16 Village Survey

Council noted that there is no point issuing a second/broader village survey immediately before NDP engagement.

AGREED: Village survey to be aligned with the NDP exploratory work now authorised for Cllr. PH, and to be revisited once the NDP scoping conversations with residents begin.

8.17 Village Fête Funds / Communications

Council confirmed, for the record, that £1,200 from the village fête was intended and ring-fenced for the playground, as previously minuted.

ACTION:

Include in Upton News that £1,200 has been allocated to the play area;
Advertise the fête planning meeting on 14 November 2025 in the village hall (small room) and invite wider participation.

Approval of Clerk’s Six-Month Review / Confirmation in Role

Cllr. Yates reported that she had met with the Clerk/RFO, Mr. Benjamin Shaw, earlier in the day to conduct his six-month review. The discussion had covered current workload, priorities (land acquisition, website/email rationalisation, finance) and how to structure support from councillors.

Motion: That the Council approve and confirm the Clerk in the role following a satisfactory six-month review.

Proposed: Cllr. FY
Seconded: Cllr. DB
Vote: Unanimous

RESOLVED: That the Clerk, Mr. Benjamin Shaw, is confirmed in post following a satisfactory six-month review.

The Clerk noted that, following confirmation, his notice period increases from one week to four weeks in line with the contract.

Chapel Furlong Land Acquisition – Loan, Funding and Delegated Authority Resolutions

At 9:00pm the meeting reached its scheduled end time.
A motion was put to extend the meeting by up to 30 minutes to complete the land-acquisition resolutions.

Proposed: Cllr. PH
Seconded: Cllr. FY
Vote: Unanimous

RESOLVED: That the meeting be extended by 30 minutes.

The Council then considered the five interlinked resolutions previously circulated with the agenda.

Resolution 1: Authorisation to Accept Anonymous Interest-Free Loan

Purpose: To authorise the Council to accept an interest-free private loan of up to £90,000 from a private individual who wishes to remain anonymous, for the purpose of purchasing the Chapel Furlong land.

Key points:

Clerk/RFO to carry out all due diligence and AML checks;
Loan to be repaid over 10 years through annual precept repayments of c. £9,000 p.a.;
Clerk/RFO to report back to Full Council once due diligence is completed (without disclosing the lender’s identity).
Proposed: Cllr. Peter Head
Seconded: Cllr. Chris Selig
Vote: Unanimous

RESOLVED: That the Council authorises acceptance of the anonymous interest-free private loan of up to £90,000 on the terms set out above.

Resolution 2: Due Diligence and Confidentiality Procedures

Purpose: To set out how the Clerk/RFO will hold and protect confidential lender information.

Key points:

RFO is authorised to maintain confidential records of: identity verification, AML compliance checks, source of funds, and ongoing loan administration;
Files to be kept in secure, restricted-access storage;
Files to be made available to OALC or external auditors under appropriate confidentiality;
Any loan offer where the lender’s identity or funds cannot be verified is to be rejected and referred back to Full Council.
Proposed: Cllr. Peter Head
Seconded: Cllr. Francoise Yates
Vote: Unanimous

RESOLVED: That the RFO is authorised to undertake and retain all due diligence and AML records in secure storage in line with the Council’s retention policy.

Resolution 3: Public Communication and Transparency

Purpose: To agree the “party line” for public enquiries about how the land purchase is being funded.

Key points:

Public communications shall state that the land is being supported by “an interest-free loan from a verified private individual who wishes to remain anonymous”;
Communications may include: loan amount, repayment term, and confirmation that appropriate due diligence has been completed;
The Clerk is authorised to reply to public enquiries on this basis;
This approach balances transparency with the lender’s legitimate privacy.
Proposed: Cllr. PH
Seconded: Cllr. DB
Vote: Unanimous

RESOLVED: That the Council adopts the above wording and authorises the Clerk to respond to public enquiries on that basis.

Resolution 4: Funding Structure and Delegated Authority

Purpose: To allow the Clerk/RFO to assemble the most financially advantageous funding mix once the final purchase price is known.

Funding sources to be used, in order:

Community donations already received and ringfenced;
Council reserves (as previously discussed);
Interest-free private loan (up to £90,000);
Commercial / PWLB borrowing only if required and subject to due diligence.

Key limits:

Clerk/RFO may finalise the funding mix without further reference to Full Council provided the total annual debt service does not exceed the previously approved Band D precept increase (up to £45 from April 2026);
Clerk to notify OALC of the actual loan amount drawn down on completion.
Proposed: Cllr. PH
Seconded: Cllr. CS
Vote: Unanimous

RESOLVED: That the Council approves the funding structure above and delegates authority to the Clerk/RFO to finalise the mix within the approved precept ceiling.

Resolution 5: Delegation of Conveyancing and Completion Authority

Purpose: To enable the Clerk/RFO to complete the purchase efficiently once the vendor confirms acceptance.

Authority granted to the Clerk/RFO (in consultation with the Council’s solicitor):

To instruct all pre-purchase surveys (land registry, boundary, environmental, etc.);
To negotiate final terms within parameters approved by Full Council;
To execute all conveyancing documentation and arrange payment from the approved funding sources;
To register title at HM Land Registry;
To keep the Chair and Working Group Chair informed and to refer any significant deviation back to Full Council;
Total delegated authority not to exceed the final agreed purchase price plus 15% to cover legal/survey/associated completion costs.
Proposed: Cllr. Peter Head
Seconded: Cllr. David Beckles
Vote: Unanimous

RESOLVED: That the Clerk/RFO is delegated authority to complete the conveyancing and associated works for the Chapel Furlong land purchase within the financial ceiling described.

Finance and Administration

11.1 Treasurer’s Report

In the absence of Cllr. Talbot, the Clerk/RFO presented the Treasurer’s report as of 30 September 2025:

Account	Balance (£)
Treasurer’s (Community) Account	£55,373.44
Business Bank Instant Account	£29,521.02
Total Funds	£84,894.46

Balances as verified against bank statements.

11.2 Payment Authorisers

It was agreed that Cllr. Chris Selig will act as payment authoriser for the forthcoming month, supported by Cllr. David Beckles.
Cllr. Selig confirmed availability; Cllr. Beckles noted he will be abroad during December.

RESOLVED:
That Cllr. CS and Cllr. DB be authorised to approve the November payments.
Proposed: Cllr. PH

Seconded: Cllr. FY

Vote: Unanimous

11.3 Approval of Payments

The Council reviewed the schedule of payments and receipts circulated with the agenda.
All payments were within budgeted amounts.

RESOLVED:
That the payments as presented be approved.
Proposed: Cllr. CS

Seconded: Cllr. DB

Vote: Unanimous

11.4 Bank Reconciliation

The bank reconciliation to 30 September 2025 was reviewed and approved.
ACTION: Cllr. FY to sign the reconciliation sheet.

11.5 Standing Orders (Direct Debits and Regular Payments)

The Council reviewed standing orders for regular monthly outgoings:

Microsoft 365 subscription
Crystal Hosting (website and domain)
TFM (grounds maintenance)

No additions or changes required.

NOTED.

11.6 Quarter 1 & 2 Financial Statement and Budget Review

The Council reviewed the first and second quarter statements as circulated by the Treasurer Cllr. MT

Key recommendations from Cllr. MT:

Recreation & Grounds Maintenance (Ad Hoc):
Remaining funds may be used for tree risk and coppicing works, as discussed earlier under Item 8.
Council agreed this should be the priority use of surplus funds.
Village Upkeep Budget:
If no urgent works identified, consider reallocating funds to reserves or tree maintenance.
Training:
- Clerk to undertake ILCA and FILCA qualifications by year-end; SILCA to follow in due course (noting cost c. £2,000).
- New councillors encouraged to attend relevant OALC training.
Receipts and Donations:
Latest list of donations received has been circulated; VAT reclaims to be brought up to date and moved to quarterly filing in future.
Facility Hire Income:
To explore ways to increase income from hiring out facilities (football pitch, bouncy castle space, summer car parking) to offset future precept rises.

RESOLVED:
That the Quarter 1–2 financial report and Treasurer’s recommendations be noted and accepted.

11.7 Precept Proposal for FY 2026–27

The Council considered recommendations from the Finance Committee meeting held on 15 October 2025, proposing a precept of £38,398.20 for the 2026–27 financial year.

Summary:

Current precept: £27,418.00
Proposed increase includes:
- 2.3% Inflationary Rise
- £10,350 for repayment of the land purchase interest-free loan
Represents a Band D equivalent increase of approximately £47.76 per annum, with the expectation of an agreement to reduce this down in the November meeting £10,350 to £9000 by formal vote at either the next meeting or an extraordinary meeting.

This would then result in the precept raise being varied to £37,048.20, which equates to £41.89 on a Band D. This breaks down as £39.15 to service the loan and £2.74 for inflation related rise.
remaining within the £45 ceiling approved in the public mandate.
Expectation to revise down to approx. £37,000 in November once land purchase price is confirmed.

Motion:
To approve submission of a precept request of £38,398.20 to Vale of White Horse District Council for FY 2026–27, subject to review in November when final land figures are confirmed.

Proposed: Cllr. FY
Seconded: Cllr. DB
Vote: Unanimous

RESOLVED:
That the precept for 2026–27 be set at £38,398.20, pending confirmation following completion of the land purchase.

IT, Emails and Hosting

The Clerk reported that all councillors now have access to their official council email accounts, with the exception of Cllr. Talbot, who is still experiencing access difficulties.

The Clerk will assist Cllr. Talbot directly and liaise with Cllr. Head to finalise arrangements for email management and website hosting.
The Crystal Hosting renewal invoice has been received and will be circulated for authorisation.
Renewal costs remain within the approved IT budget.

NOTED.

Date and Venue of Next Meeting

The next full meeting of Upton Parish Council was originally scheduled for Tuesday 26 November 2025, but members agreed to bring the meeting forward to Tuesday 19 November 2025 at 7:00pm, to be held in the Village Hall Meeting Room.

Proposed: Cllr. PH
Seconded: Cllr. FY
Vote: Unanimous

RESOLVED:
That the next meeting of Upton Parish Council be held on Tuesday 19 November 2025 at 7:00pm in the Village Hall Meeting Room.