UPTON PARISH COUNCIL
Minutes of the Meeting of the Parish Council
Held on Wednesday 19th November 2025 at 7:00pm
In the Small Meeting Room, Upton Village Hall
Present:
Cllr. Peter Head
Cllr. Matthew Talbot
Cllr. Chris Selig
Cllr. Francoise Yates
In Attendance:
Debra Dewhurst – District Councillor
County Councillor – Bekka Fletcher
Benjamin Shaw (Clerk)
Apologies:
Cllr. David Beckles
Absent (No Apologies Received):
Cllr. Emma Wats-Leigh (Council noted she has indicated informally her intention to resign, but no formal written resignation has yet been received.)
- Apologies for Absence
Apologies were received from Cllr. David Beckles.
No formal apologies were received from Cllr. Emma Wats-Leigh, although it is understood she intends to resign due to personal circumstances.
RESOLVED: Apologies were received and accepted.
- Declarations of Interest
The Chair asked members to declare any pecuniary or personal interests in matters on the agenda.
No declarations of interest were made.
RESOLVED: No declarations recorded.
- Open Forum
No members of the public were present.
RESOLVED: Open Forum closed
- Approval of Minutes of the Meeting Held on 29th October 2025
The draft minutes of the meeting held on 29 October 2025 had been circulated in advance.
Amendments were submitted by Cllr. Head and Cllr. Yates and were incorporated.
Amendments included correction of an acronym and clarification regarding the precept figures.
Proposed: Cllr. Francoise Yates
Seconded: Cllr. Peter Head
Vote: Unanimous
RESOLVED: That the amended minutes of the meeting held on 29 October 2025 be approved and signed as a true and accurate record.
- Planning
The Clerk reported that no new planning applications had been received since the previous meeting and there were no updates to existing applications.
RESOLVED: Planning position noted.
Council Resolved by unanimous vote to move Agenda item 7 ahead of Item 6 due to the late arrival of Cllr Dewhurst
The Chair advised that, with the consent of members, Items 7 and 8 would be brought forward to allow the County Councillor to present her report upon arrival.
- Reports from the County Councillor (taken out of order with Council’s agreement)
Cllr. Rebecca Fletcher (Oxfordshire County Council) attended and delivered an update, supplementing her previously circulated written report.
Highways – New “Asset Relief” Team
The County Councillor highlighted the launch of a new Highways Asset Relief Team, tasked with addressing small-scale highways and streetscene issues, including:
Cleaning and repairing street furniture
Replacing damaged or obscured signage
Vegetation management around pedestrian areas
Surface debris clearance to support gully maintenance
Removal of utility company cones, barriers and abandoned signage
Minor pedestrian safety enhancements
She emphasised that the team is new, motivated and seeking early opportunities to demonstrate strong performance. Parishes are encouraged to flag issues promptly.
Members discussed local concerns, and the Council raised:
Significant tree debris and mulch accumulation along Station Road / Beeching Close, forming a bank high enough to obstruct bin collection. Clearing is likely to require manual digging rather than standard gully cleaning.
The County Councillor agreed to refer this directly to the new Highways team for inclusion in their early work schedule.
Fix My Street
Cllr. Fletcher noted that Fix My Street requests are routed through several internal teams, creating delays. Parish Councils may send urgent or persistent issues directly to her for escalation to the Asset Relief Team where appropriate.
Fire & Rescue Service Consultation
The County Councillor drew attention to the open public consultation on Oxfordshire Fire & Rescue Service proposals. She noted:
Some public concern relates to stations that are not fully manned and already have limited operational hours.
Proposed changes mostly reflect redeployment rather than loss of coverage.
The consultation is county-wide; members may respond if desired.
Household Waste & Recycling Centres – New Booking System
Cllr. Fletcher briefed the Council on the County Cabinet’s recent decision to introduce:
A booking system for Household Waste & Recycling Centres
Revised and reduced operating hours
Implementation expected from 2027
She expressed concerns about:
Potential for reduced accessibility
Risk of congestion simply shifting to booked time slots
Unknown impacts on recycling rates
Members expressed concern that the change may indirectly increase fly tipping. The County Councillor noted a referenced study indicating booking systems do not correlate with increased fly tipping, but agreed that the matter requires monitoring.
Coffin Way Cycle Route Discussions
The County Councillor reported an enquiry from a resident regarding potential for a safe cycle route via Coffin Way. She noted difficulty obtaining background from OCC officers.
The Parish Council provided context:
Coffin Way has been the subject of previous proposals, some involving tarmacking and lighting—strongly opposed by residents (especially in Blewbury).
Residents value Coffin Way as a non-cycling pedestrian and dog-walking route.
Any future proposal must balance safety with heritage and rural character.
Cllr. Head noted that several residents had raised concerns about walkers being pressured off paths by cyclists in other areas and wished to preserve at least one cycle-free route.
Cllr. Fletcher requested any historical files or notes the parish holds; the Chair will supply background information.
Possible Footpath Improvements (Savages / A417)
Council discussed challenges with:
Crossing the A417 safely between Upton and Blewbury
The lack of a connecting footpath to link existing rights of way
Desire paths currently used through private land (cricket pitch) which could be closed at any time
The County Councillor advised that Blewbury PC is exploring a pedestrian crossing with dark-skies-compliant lighting, and that similar interventions may have potential in the longer term.
Councillor Priority Fund
The County Councillor confirmed that the Councillor Priority Fund (up to £10,000 total, minimum bid £500, closing November 2026) may support:
New playground equipment (e.g., replacement swings)
Community projects
Not routine maintenance
Council discussed the upcoming swing replacement and agreed it may be an appropriate candidate.
Cllr. Fletcher will forward the application link.
The Clerk and Treasurer will maintain a calendar of grant deadlines and allocate opportunities to relevant portfolio leads.
Thanks from the Council
Members thanked Cllr. Fletcher for her support on:
Highways matters
Traffic and safety guidance (Manual for Streets)
Ongoing liaison with district and county officers
RESOLVED:
That the report from the County Councillor be received and noted, and that issues raised under Station Road/Beeching Close be escalated via the new Highways Asset Relief Team.
Cllr. Fletcher left the meeting at this point.
- Chapel Furlong Land Acquisition – Revised Borrowing Business Case and DLUHC Application
Cllr. Head introduced the updated business case for borrowing in relation to the proposed purchase of the Chapel Furlong land.
He explained that:
The original business case had assumed a total project cost of £256,000.
Following negotiations, the current anticipated purchase price is lower (c. £155,000), but in order to maintain a safe margin for professional fees and related costs, the revised total project cost has been set at £171,000.
Within this framework, the proposed borrowing requirement remains £90,000, consistent with previous resolutions and the public consultation.
The annual loan repayment element to be funded via the precept remains at £9,000 per year over 10 years, unchanged from the public mandate and the earlier financial modelling.
The uplift for loan servicing continues to fall within the Band D increase of up to £45 per annum previously consulted on with parishioners.
Cllr. Head confirmed that:
The revised business case has been reworked to meet OALC and DLUHC requirements, and OALC officers have now indicated they are content that they have “added value” and that the documentation is compliant.
The application for borrowing approval has now been submitted (subject to these minutes confirming Council’s approval of the revised business case).
The total borrowing headroom requested from DLUHC allows the Council to draw down only what is needed at completion; there is no obligation to use the full amount approved.
The Clerk/RFO reminded members that:
No borrowing may be undertaken under any circumstances until written approval is received from the Secretary of State / DLUHC.
Once approval is granted, Council will still decide the actual amount to draw down, based on the final purchase price and the confirmed level of community donations and the interest-free loan.
8.1 Interest-Free Loan – Update
The Clerk provided a brief update on the anonymous interest-free loan:
The draft loan agreement (previously approved in principle) has been issued to the lender, who has now referred it to their own legal adviser.
The lender remains in contact and engaged; turnaround will depend on their legal advice.
The Clerk will ensure all AML and due diligence checks are completed and recorded in the confidential file, in line with earlier Council resolutions.
8.2 Land Purchase – Confidential Status Update (for noting)
The Clerk gave a confidential verbal update on the status of negotiations for the land purchase.
Council noted that:
Details of the ongoing negotiations, including indicative price and beneficiary positions, must remain strictly confidential until exchange of contracts.
There remains a risk that the sale may not proceed, and no public announcements on price or status will be made until legal completion.
NOTED.
8.3 Resolution – Approval of Revised Business Case and Borrowing Application
Motion:
That Upton Parish Council:
Approves the revised business case for the Chapel Furlong land acquisition, including the updated total project cost of £171,000 and the borrowing requirement of up to £90,000;
Confirms the precept-funded loan servicing element of £9,000 per annum over 10 years, in line with the previously consulted Band D increase; and
Authorises the Clerk/RFO to submit (and, where necessary, update) the borrowing approval application to DLUHC / the Secretary of State on this basis, and to take all necessary steps to progress the approval, noting that no borrowing may be entered into until written consent is received.
Proposed: Cllr. Peter Head
Seconded: Cllr. Matthew Talbot
Vote: Unanimous
RESOLVED:
That the revised Chapel Furlong borrowing business case be approved and that the Clerk/RFO be authorised to progress the DLUHC borrowing approval for up to £90,000, with loan repayments of £9,000 per annum over 10 years, in line with the public mandate and previous Council decisions.
- Report from the District Councillor
(Considered after Item 8 with the consent of Council.)
Cllr. Dewhurst (District Councillor, Vale of White Horse DC) attended and presented a report, supplementing the written update previously circulated.
Local Government Reorganisation – Ridgeway Council Proposal
The District Councillor summarised current discussions on local government reorganisation in Oxfordshire:
Vale of White Horse DC has expressed support for the “Ridgeway Council” model: a cross-boundary unitary authority incorporating Vale of White Horse DC, South Oxfordshire DC and West Berkshire Council.
This is a proposal only; the final decision rests with central government.
The intention is to promote a model that better reflects rural identity, existing joint working, and the geography of the North Wessex Downs area.
Members noted that Upton PC has already formally endorsed the Ridgeway Council option in previous resolutions and communicated this to the relevant leaders, MPs and the Secretary of State.
Joint Local Plan – Inspector’s Findings and Ministerial Intervention
Cllr. Dewhurst updated Council on the position regarding the Joint Local Plan for Vale of White Horse and South Oxfordshire:
The Planning Inspector had previously rejected the Joint Local Plan on the basis of an alleged “failure to cooperate” with Oxford City Council.
Since then, Matthew Pennycook MP, Minister of State for Housing and Planning, has written to the Planning Inspectorate expressing concern that councils are not being given clear guidance on what is required to demonstrate cooperation, and that the decision appears unduly harsh.
Both district councils have also written to the Inspector asking for the decision to be reconsidered.
In the meantime:
The current adopted Local Plan for the Vale remains in force.
There is no immediate risk of speculative large-scale development in Upton arising from the Joint Local Plan issues.
Council noted the update and remained supportive of the districts’ efforts to secure a fair and workable planning framework.
Great Western Park Health Centre – Further Delays
The District Councillor gave a detailed update on the stalled Great Western Park Health Centre project:
Planning permission has been granted and a third-party developer (Azure) has been selected to build the facility.
The funding exists, but the NHS bodies involved (BOB ICB / NHS England) have discovered there is currently no workable mechanism for transferring the capital to the developer under their internal rules.
This is a repeat of earlier problems involving land and funding transfers between the Vale, developers and NHS bodies, and reflects systemic issues in NHS governance and procurement.
As a result:
The project is stalled again, with no immediate prospect of “spades in the ground”, despite planning approval and available funds.
There is ongoing work between the councils and NHS bodies to identify a lawful payment route, but no timescale has been confirmed.
Members expressed strong concern about:
The ongoing pressure on Didcot GP practices, including reports of residents being unable to secure same-day appointments even when acutely unwell.
The apparent lack of urgency within NHS structures when both land and money are already in place.
Valley Park – Healthcare Contributions and Triggers
Cllr. Dewhurst reported that:
At Valley Park, the first trigger of 500 occupied homes is now being reached, meaning the first tranche of healthcare contributions will be released.
The NHS will be able to use these funds either to:
Construct a new health facility on Valley Park (land is set aside), or
Allocate the money to other healthcare provision in the wider area.
Members noted with concern that:
There is no guarantee the money will be used to deliver a new local surgery;
Decision-making rests with the NHS/BOB ICB, not the local councils.
Action – Letter to BOB ICB on Primary Care Provision
Council agreed that the situation regarding primary care for Upton and surrounding villages is unacceptable and that consistent pressure should be applied.
ACTION:
The Clerk to draft a letter, on behalf of Upton Parish Council, to BOB ICB (copied as appropriate to NHS England and the local MP), to:
Highlight the ongoing difficulties residents face accessing GP and nurse appointments;
Express concern that the Great Western Park health centre remains stalled due to internal NHS funding mechanisms;
Request a clear timetable and delivery plan for both Great Western Park and any future facility at Valley Park; and
Ask that s106/health contributions are prioritised for new local facilities, not simply absorbed into the general system.
Draft to be circulated to members for comment before dispatch.
Section 85 / North Wessex Downs and Ridgeway Council – Acknowledgement
The District Councillor confirmed:
Receipt of Upton Parish Council’s previously submitted resolutions on:
Section 85 protections for the North Wessex Downs National Landscape; and
Support for the Ridgeway Council model.
She noted that responses from other bodies to such representations are often limited but that the parish’s position has been recorded and is helpful context for district-level advocacy.
Harwell Campus, Crown Estate Land and AONB Concerns
Cllr. Dewhurst briefed the Council on concerns raised in nearby parishes regarding Crown Estate land adjacent to Harwell Campus, much of it within the North Wessex Downs National Landscape:
The Crown Estate has acquired a large area of agricultural land running from the edge of Harwell Campus towards the Hendreds / Rowstock, within the AONB.
There is emerging discussion of a possible new “science campus”-type development on this land, effectively a second complex beside Harwell, potentially with substantial built form, parking and lighting.
Harwell Campus management (and local parishes) are reportedly opposed, pointing out that:
Harwell already has 2–3 million sq ft of brownfield capacity available for development;
A significant quantum of new floorspace is still unoccupied on the existing campus;
Additional AONB land take is therefore not justified.
Council noted:
Any large-scale development in this area would raise serious landscape, dark skies and traffic concerns for Upton and neighbouring parishes.
The Crown Estate is not bound by exactly the same planning constraints as Harwell Campus itself, and income from its development flows directly into the Treasury, creating a potential incentive to maximise development.
The importance of Section 85 duties and the North Wessex Downs Management Plan in resisting inappropriate schemes.
Members agreed it would be helpful for Upton to:
Maintain close liaison with the North Wessex Downs National Landscape team, including Director Henry Oliver and their legal adviser;
Support neighbouring parishes (e.g. Chilton, Harwell, the Hendreds) in any future representations; and
Consider inviting Harwell Campus representatives to a future meeting if a formal proposal emerges.
Future Unitary Transition and Service Risk
The District Councillor briefly commented on:
The anticipated move to unitary arrangements and concern that, during the transition period, some services may suffer due to:
Staff uncertainty and movement;
Reduced incentive for district councils to embark on longer-term projects that may not be delivered by them.
Council acknowledged the risk and stressed the importance of maintaining communication with both district and county officers during the transition.
RESOLVED:
That the District Councillor’s report be received and noted, and that the Clerk write to BOB ICB as set out above.
- Village Matters – Updates
9.1 Recreation Ground / Grounds Maintenance Contract – Update
The Clerk reported that updated quotations had been received from:
Scofell – clear, itemised quotation, including mowing and strimming of village footpaths and rights of way to the parish boundary (e.g. Station Road, Coffin Way approach, paths by Walthall Cottage Farm, Frog Alley/Common Lane and the recreation ground);
Tactical Facilities Management (TFM) – lower price but less clear specification and with a historical pattern of weaker communication and quality concerns.
The Scofell quotation is approximately £800 higher than TFM’s. Members discussed:
The higher standard of work previously delivered by Scofell, including keeping paths fully passable;
The need to justify any higher cost to parishioners, particularly given precept pressures and feedback at the Annual Parish Meeting that some residents do not expect footpaths to be maintained to a “park-like” standard;
That, in practice, TFM’s 2025 season output had been acceptable, with footpaths generally usable, though some concerns remained about workmanship (e.g. debris left in place).
Council was minded to prefer Scofell on grounds of reliability, clarity and quality, but felt that an £800 differential could not be justified.
RESOLVED:
That the Clerk be authorised to negotiate with Scofell for a revised annual contract price of c. £5,500 (approximately within 5% / £200 of the TFM quotation), even if this requires removing some strimming or minor elements of work from the specification;
That, if Scofell is able to reduce its quotation to around this level, the Clerk may recommend award of the 2026 grounds maintenance contract to Scofell;
That if a satisfactory revision cannot be achieved, the Clerk is to report back to the next meeting with options, including retaining TFM.
Proposed: Cllr. Chris Selig
Seconded: Cllr. Francoise Yates
Vote: Unanimous
9.2 Volunteer / Working Group Approach – Update
Council received an update on plans to develop a volunteer working group model:
Cllr. Head reported that several residents had expressed willingness to volunteer, particularly around playground support and small village tasks, provided there is clear direction and structure.
The intention is to create a play area working group (to support inspections, light maintenance and tidying) under Parish Council oversight, and potentially future groups for wider village projects and any new land acquired.
Any arrangements will require a simple “rules of engagement” document (scope, responsibilities, insurance, reporting to Council).
ACTION:
Cllr. Head and the Clerk to prepare a draft structure and terms of reference for a volunteer/working group model (starting with the play area) and bring proposals to Council in early 2026.
NOTED.
9.3 Tree Works / At-Risk Trees – Update
The Clerk confirmed that:
Michael Wilson (tree and grounds contractor) is scheduled to visit the following day to inspect trees identified as potential risk areas (including the car park/fire engine access, trees near the pump track, and the cluster behind the bench).
A prioritised schedule of works and quotations will be brought to the next meeting.
NOTED.
9.4 Football Pitch Hire – Refund and Enquiry
The Clerk reported that:
The £40 refund agreed at the previous meeting for unused football pitch bookings has now been processed/authorised via online banking.
The resident who hired the pitch has also asked whether, if the Chapel Furlong land is purchased, it could be used for grass football pitches, noting strong local demand and a typical rate of up to £75 per hire per pitch.
Council reiterated that:
Any use of new land must follow a village-wide consultation and business planning;
A simple business case from the enquirer would be helpful to assess parking, facilities and grant opportunities in due course.
ACTION:
Clerk to confirm the refund and invite the resident to submit a short written business case for football pitch use for consideration by the Community / Land Working Group once the land position is known.
9.5 Play Area – Maintenance, Safety and Future Planning
Cllr. Yates reported:
The ROSPA inspector is scheduled to attend the following day to carry out the annual safety inspection;
A representative from PlaySafe (or equivalent) is due to visit next week to discuss options and prices for future replacement and refurbishment, feeding into longer-term planning.
Council reaffirmed that:
Safety remains the first priority; any unsafe equipment will be promptly removed or isolated;
Major capital spend (e.g. full swing replacement) remains dependent on the land purchase outcome and grant opportunities, as agreed at the October meeting.
NOTED.
9.6 Play Area – 10-Year Costing / Grant Planning
The Clerk and Treasurer highlighted the importance of:
Developing a 10-year indicative plan for play equipment renewal and upgrades, to support grant applications (e.g. OCC Councillor Priority Fund, district grants, National Lottery, etc.);
Aligning this with any future Chapel Furlong land consultation.
Council discussed the Oxfordshire County Councillor Priority Fund, noting:
It could be suitable for a new/replacement swing or similar capital item, particularly where the parish can show community fundraising already in place;
It is less suitable for routine maintenance, which is not regarded as “new provision”.
RESOLVED:
That grant funding opportunities (including OCC Councillor Priority Fund and others) be treated as a standing agenda theme under Finance/Village Matters, to ensure windows are not missed;
That the Treasurer and Clerk work together to:
Map out key grant deadlines and criteria;
Prepare a 10-year indicative play area costing plan; and
Bring forward specific grant proposals (e.g. for swing replacement) at the earliest appropriate opportunity.
9.7 Weekly Play Area Inspections – Rota
Cllr. Yates confirmed that:
Weekly inspections are being completed and logged on the standard Council form;
The previously identified “missing” week has since been confirmed as completed and recorded;
The current rota (Cllrs. Yates, Beckles and Selig sharing inspections, with others assisting as needed) is working effectively.
Cllr. Selig is undertaking the current week’s inspection.
NOTED: No inspections have been missed since the last meeting; the rota is operating as intended.
9.8 Storage Container, Marquees and On-Site Storage
Cllr. Selig reported:
He has identified multiple options for side-opening storage boxes suitable for the container, but has not yet finalised a shortlist.
Correct sizing is important to ensure that marquee bags fit comfortably within the boxes and that the boxes fit within the container.
Council agreed that:
An email shortlist will be the most efficient way to agree storage purchases;
There is little value in reorganising the marquees until storage is purchased and installed.
ACTIONS:
Cllr. Selig to prepare a shortlist (c. 3 options) for side-opening storage boxes (with dimensions and indicative costs) and circulate to councillors for comment and decision.
Marquee inventory and reorganisation to be deferred until storage boxes have been purchased and installed.
9.9 IT & Website – Update
The Clerk reported:
All councillors, including Cllr. Talbot, now have access to their @upton… email accounts following in-person support;
Cllr Yates has begun discussions with Cllr. Head and the previous web manager regarding Crystal Hosting and domain management;
The Council must migrate from the old village domain to the .gov.uk parish domain by April 2026 at the latest;
Crystal Hosting have indicated they can copy the existing website across to the new domain at no additional cost, simplifying the transition.
Cllr Yates intends to meet with Cllr. Head shortly to:
Finalise a migration plan for the website and email;
Consider how best to keep content up to date and share responsibility for updates.
ACTION:
Cllr Yates and Cllr. Head to meet and bring a progress update and outline plan for website/email migration to the January 2026 meeting.
NOTED.
9.10 Contributions to Upton News
Council discussed future arrangements for Upton News contributions following Cllr. Watsley’s expected resignation.
It was agreed that:
Cllr. Head and Cllr. Talbot will jointly draft concise contributions to Upton News, based on:
Key decisions from the minutes;
Important updates and public information received from Vale, County, NHS etc.
Drafts will be sense-checked to ensure accuracy and appropriate tone before submission;
Wherever possible, the same material will be adapted for village WhatsApp/Facebook and, in due course, the parish website, to improve reach and avoid duplication of effort.
RESOLVED:
That Cllr. Talbot, working with Cllr. Head, will act as the main point of contact for preparing and submitting Parish Council content to Upton News this month, using the approved minutes and key communications as the basis.
9.11 Machinery Servicing and Shed Security
The Clerk reported:
The mower, strimmer and related machinery have been booked in for collection and servicing at the end of the month; equipment will be returned after service.
The shed/security code has been updated as previously agreed; only councillors and the Clerk now have the code.
No issues have been reported with access or misuse since the change.
NOTED.
9.12 Car Park Markings
Council received an update on the faded “KEEP CLEAR” marking in the village hall car park:
Members noted that the marking is now quite faded, but the layout remains broadly visible and, in practice, drivers are still able to park sensibly.
DIY line-marking paint is relatively inexpensive (c. £7 per can), with the option of using simple guides or a roller frame if repainting is required.
Given current financial pressures, winter weather, and the possibility of future changes linked to the Chapel Furlong land and wider parking plans, Council did not consider immediate repainting to be a priority.
AGREED:
To place the car park markings on a watching brief, with a view to reconsidering repainting in spring 2026, or as part of any wider car park improvement scheme once the land acquisition and funding position are clearer.
9.13 Hard Standing – Update on Discussions with UVHAT
The Council received an update on whether any preliminary discussions had taken place with the Upton Village Hall & Amenities Trust (UVHAT) regarding potential hard standing / car park extension options.
The following points were noted:
No formal discussions have yet taken place with UVHAT regarding hard standing proposals.
Cllr. Yates reported that two key members of the Village Hall committee (Rob and Brian) have resigned, as confirmed informally via WhatsApp. No formal communication has yet been issued by the UVHAT committee to parish representatives.
Current membership appears to consist of three non-councillor volunteers plus the Parish Council’s two representatives (Cllrs. Selig and Yates.
It was noted that future cooperation on hard standing or car park improvements could still be considered jointly if the Village Hall committee wishes to pursue this (as previously discussed by UVHAT).
RESOLVED:
That the Parish Council take no action at this time, and await the outcome of the UVHAT handover meeting expected in December 2025, after which the Council’s representatives will report back on the committee’s position, membership, and any implications for future joint projects (including hard standing).
ACTION:
Cllr. Yates to monitor communications from UVHAT and report to Council following their next formal meeting.
No negotiations regarding hard standing to take place until UVHAT’s position is clarified.
9.14 Village Survey – Update and Next Steps
The Council received an update on the proposed Village Survey, which had originally been envisaged as helping to inform future Neighbourhood Development Plan (NDP) exploratory work.
Councillors noted:
A previous village survey, coordinated by Debbie, had produced useful initial feedback which was summarised in Upton News, but no further survey work has yet progressed.
It had been understood that Debbie would liaise with another resident (living on Stream Road) regarding potential survey content and structure, but no draft questionnaire has yet been brought back to Council.
Cllr. Yates confirmed she had been waiting to see how the NDP exploratory work would develop before commissioning any further survey activity, to avoid duplication or “survey fatigue”.
Cllr. Head emphasised that the Council is still at an early, exploratory stage with the NDP, and that any new survey should:
Build on the previous village feedback;
Include a small number of targeted questions relevant to long-term planning, land use and community priorities; and
Be clearly framed as feeding into future NDP scoping rather than constituting a formal NDP consultation.
It was agreed that:
Cllr. Yates and Cllr. Head will meet in the coming weeks to:
Review the findings of the earlier survey;
Identify what further information is needed from residents; and
Draft suggested questions for a follow-up survey which can support both general parish priorities and early NDP scoping.
Following that discussion, Cllr. Yates will contact Debbie:
To clarify whether Debbie already has draft survey questions;
To agree how Parish Council questions can be incorporated; and
To confirm an appropriate timetable and format for issuing the survey.
AGREED:
That work on the new Village Survey will proceed on the basis that it should support and align with future NDP exploratory work, without duplicating later statutory consultations.
That Cllr. Yates will act as the Parish Council’s lead for the survey, reporting back to a future meeting with:
A proposed survey outline; and
A recommended timetable for issue and analysis.
ACTION:
Cllr. Yates and Cllr. Head to meet to scope survey content and NDP-linked questions.
Cllr. Yates to liaise with Debbie and report back to Council.
9.15 Village Fête – Funds and Future Arrangements
Council received an update from Cllr. Yates on the outcome of the recent Village Fête planning meeting and on the allocation of 2025 fête funds.
Key points noted:
The fête continues to be organised primarily under the auspices of the Church, and is widely referred to locally as the “Church Fête”.
A recent planning meeting has taken place; new volunteers have come forward, and there is an intention to run the fête again next year with better advance organisation.
The 2025 fête was financially successful, with funds allocated approximately as follows:
A significant share to Upton Church (as lead organiser);
A contribution of £1,200 ring-fenced to the Upton playground, as previously noted by Council;
Additional sums directed to other local causes such as Blewbury School, Blewbury Playgroup, and the donkey sanctuary (which retained the proceeds of the dog show).
The Parish Council did not provide the usual £500 “seed funding” in 2025, and therefore no reimbursement was required; the £1,200 received for the play area was a net benefit.
Some residents have expressed reservations about supporting a church-branded fête, while others regard the church as an important community asset and are content to support it, particularly given that substantial funds flow back to secular village amenities (playground, school, etc.).
Council recognised that:
The fête is currently the largest single community fundraising event in the parish;
It provides both social benefit and income for village facilities; and
In the longer term, greater non-church representation on the organising group could help ensure that the event is seen as a whole-village occasion, with a transparent and broadly-supported allocation of proceeds.
After discussion, Council agreed that:
The Parish Council supports the continuation of the Village Fête in its current broad form for the next year;
Councillors will encourage wider volunteer involvement, particularly from residents who are not directly involved with the church, so that:
A broader range of views can shape the event; and
Future decisions on how funds are split between church and community causes can reflect a wider consensus.
RESOLVED:
That Upton Parish Council welcomes and supports the continuation of the Village Fête for 2026 (or next scheduled year), recognising its value as a major community and fundraising event.
That the Council encourages greater participation from non-church volunteers on the fête committee, while respecting the church’s ongoing role and contribution.
That fête income allocations (including any sums granted to the playground and other village facilities) should be reported back to Council and, where appropriate, publicised via Upton News and other parish communication channels to maintain transparency.
ACTION:
Cllr. Yates to:
Continue as the Parish Council’s main liaison with the fête organising committee;
Encourage additional volunteers from across the village to join the organising group; and
Report the agreed breakdown of fête proceeds to a future Council meeting for noting and inclusion in parish communications.
- Finance & Administration
10.1 Financial Report / Bank Balances
The RFO reported the following balances as at 30 October 2025:
Community Account: £66,423.98
Commercial Instant Access Account: £29,536.55
Total Funds: £95,960.53
It was noted that:
£50,680 of the above total is earmarked for the Chapel Furlong project, and therefore not available for general spending.
Since 30 October there have been additional payments and receipts in early November, and several cheques still to be banked (to be processed using the banking app/cheque-imaging facility).
NOTED: The financial position as presented, including the ring-fenced Chapel Furlong funds.
10.2 Authorisation of Payments
Council received an update on online banking authorisations and upcoming payments:
The Clerk/RFO confirmed that Cllr Talbot has online access and can now authorise payments.
During the meeting, Cllr Talbot successfully authorised a pending payment (including the Biffa invoice), and a £40 football pitch refund was confirmed as queued for payment.
Only a small number of payments are expected between now and the next meeting, most being routine/automated.
RESOLVED:
That Cllr Matt Talbot be the authorising councillor for payments falling due from late November through to early January (up to the next Full Council meeting).
That Cllr Chris Seelig will continue as an additional online authoriser where a second approval is required.
ACTION:
Clerk/RFO to:
Assist Cllr Talbot with full set-up of the banking app (for cheque imaging);
Arrange for outstanding cheques (including Chapel Furlong donations) to be scanned and paid in;
Circulate payment schedules for authorisation as usual.
10.3 Bank Reconciliation to 31 October 2025
The Clerk/RFO advised that the agenda wording (“to end November 2025”) was a typo; the bank reconciliation presented was for the period ending 31 October 2025.
The bank reconciliation to 31 October 2025 was reviewed by Council.
Members were satisfied that the reconciled figures matched the bank statements and cashbook.
RESOLVED:
That the bank reconciliation to 31 October 2025 be approved, and
That it be signed by the Chair and the RFO.
- Budget / Precept 2026–27
11.1 Draft Budget 2026/27
Cllr Talbot presented the updated draft budget for 2026/27, incorporating:
All decisions agreed at the October Finance Working Group;
Updated inflation assumptions, using the actual Annual CPI figure of 3.8% for the 12 months to September 2025, rather than the earlier forecast figure of 2.3%;
Ongoing commitments and known cost pressures;
Provision for loan repayments in connection with the potential Chapel Furlong land purchase.
Members noted that:
The budget remains tight, with limited headroom;
A modest contribution to reserves is still planned, but is sensitive to any unexpected costs;
The budget differentiates between core operating costs and the additional precept uplift required to service borrowing on the Chapel Furlong project.
The Chair and members thanked the RFO for the detailed work undertaken to prepare and refine the budget.
NOTED.
11.2 Precept 2026/27 – Calculation and Rationale
Council considered the proposed precept requirement for 2026/27, as set out in the Treasurers report.
The 2025/26 precept is £27,418.
For 2026/27, the total proposed precept is £37,460.
This comprises:
A general inflationary uplift on the core precept (from c. £27,418 to c. £28,460), in line with the September 2025 CPI figure (3.8%), and
An additional £9,000 “property uplift” expressly to service borrowing for Chapel Furlong (Public Works Loan Board and/or short-term commercial borrowing if required).
On a Band D property, this equates to an approximate increase of £43.71 per year, broken down as:
- £4.56 per Band D for the inflationary element;
- £39.15 per Band D for loan servicing related to Chapel Furlong.
Cllr Head queried the change from the 2.3% inflation assumption discussed at the October finance meeting to the 3.8% now adopted. The RFO explained that:
2.3% had been a forecast CPI figure;
3.8% is the actual annual CPI to September 2025, which is the standard reference point used for uprating;
Given the tightness of the budget and known cost pressures, it would be imprudent to uprate by less than actual inflation.
Members also discussed:
The optics of raising the precept at the same time as adding the uplift for the land purchase;
The importance of clear public communication, explaining that:
The core precept is only being raised in line with inflation, and
The £9,000 uplift is ring-fenced for loan repayments and not available for general spending.
It was acknowledged that the effective uplift on the core figure (from £27,418 to c. £28,460) works out at approximately 3.66% once rounding is applied. The RFO undertook to double-check and tidy the percentage and Band D figures in the explanatory note before publication, while keeping the cash precept total of £37,460 unchanged.
Members were satisfied that:
The proposal remains well within the threshold at which a referendum would be triggered;
The approach is financially prudent and justified in order to:
Maintain services in real terms, and
Meet the anticipated borrowing costs of the Chapel Furlong project.
11.3 Resolution – Approval of Budget and Precept
RESOLVED:
That the 2026/27 revenue budget as presented (and as may be subject to minor presentational corrections) be approved.
That the parish precept for 2026/27 be set at £37,460.
That the inflationary element of the precept increase be clearly distinguished from the £9,000 Chapel Furlong loan-servicing uplift in any public communication.
That the Clerk/RFO:
Complete any remaining checks on the percentage and Band D impact figures;
Prepare a short public-facing explanation for inclusion in Upton News / parish channels; and
Notify the billing authority of the approved precept of £37,460 for 2026/27 by the required deadline.
- Date of Next Meeting
The Chair noted the previously circulated schedule and confirmed that the next full meeting of Upton Parish Council will take place on:
Wednesday 28 January 2026 at 7.00 pm,
Upton Village Hall (Small Meeting Room) This corrects the earlier agenda error, where the date had been mistakenly listed as the “28th of November.”Members confirmed their availability, and the Chair closed the meeting with thanks to all present.
Meeting closed