UPTON PARISH COUNCIL

18^th January 2026

To: All Members of the Council

You are hereby summoned to attend a meeting of the Parish Council to be held in the small meeting room at Upton Village Hall on Wednesday 28th January 2026 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 19^th November 2025 & Extraordinary Meeting 3^rd December 2025

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

5. Planning

5.1 P25/V2762/FUL – Change of use of land from equestrian to a mixed use comprising equestrian and a Gypsy/Traveller site to include 4 pitches comprising 1 mobile home per pitch, with the relocation of an existing container.

5.2 P25/V2722/S73 – Variation of condition 2 on planning permission P24/V0675/HH- re-position the proposed outbuilding from the centre of the garden to adjacent to the southern boundary (Proposed increase in ridge height of the main bungalow, together with the incorporation of front dormer windows. Proposed single storey ground floor infill extension and proposed covered carport. New gravel driveway area to link two existing gravel areas, replacement windows and over-cladding throughout and proposed outbuilding in rear garden.)

5.3 Planning Consultation – P26/V0082/HH – Dormer window on front elevation raising the ridge to form dormer with loft conversion to rear elevation. Velux rooflights and render to some elevations. Convert garage to living accommodation.

5.4 P26/V0101/PIP – Land at Little Acorns Main Street West Hagbourne Didcot OX11 0NA Erection of a minimum of three and a maximum of three detached residential dwellings.

6. To review village matters:

6.1 Recreation Ground / Grounds Maintenance Contract – Update
To receive an update from the Clerk on:

Revised quotation from Scofell, following further correspondence: Based on the same frequency and schedule as previously tendered

• Revised offer: £4,360.00 per annum (ex. VAT) VS TFM £4429 per annum (ex. VAT)

• Reduction offered to reflect efficiencies and prior site knowledge

6.2 Volunteer / Working Group Approach – Update
To receive an update on:
• Public engagement and any expressions of interest from residents
• Initial planning for potential 2026 reintroduction of a village working party

6.3 Tree Works / At-Risk Trees – Update
To receive the report and quotation from Michael Wilson

6.4 Play Area – Maintenance, Safety and Future Planning – Update
To receive an update from Cllr. FY on:
• Current safety status of the play area
• Any items monitored, removed or isolated since the last meeting

6.5 IT & Website – Update
To receive an update on:

• Outcome of the email/hosting handover meeting between Cllrs. FY and PH

• Planned work on website improvements

6.6 Machinery Servicing and Security – Update
To receive an update from the Clerk on:
• Collection and servicing of mower, strimmer and related equipment

6.7 Village Survey – Update Cllr Yates

6.8 Emergency Plan –Cllr Yates to propose council review and update the Parish Emergency Plan
Including discussion of any amendments, responsibilities, and next steps.

6.10 Council To consider the broken signage at the entrance to the Recreation Ground
Including condition, visibility, and any proposals for repair, replacement, or improvement.

7. Finance & Administration

Community Reserve to 31/12/25 £35294.74

Community Account to 31/12/25 £ 72711.45
Total funds available as at 31/12/25 £108006.19

7.1 To agree the authorisers for next month’s payments.

7.2 To approve payments made below within budgeted amounts.

DATE	Description /Payee	Amount
29.12.2025	Microsoft	10.30
29.12.2025	Microsoft	4.90
16.12.2025	Bank Charges	4.25
16.12.2025	Mobile	7.98
28.11.2025	Microsoft	10.30
27.11.2025	Microsoft	4.90
20.11.2025	TFM	429.90
19.11.2025	Refund Pitch Hire	40.00
18.11.2025	Bank Charges	4.25
17.11.2025	Mobile	7.98
Total

Receipts	Description	Amount
24.11.2025	UptonoGood	6300
24.11.2025	Land	500
05.11.2025	Land	500
Total		7300

7. 3. To sign off bank reconciliation to end of December 2024.

   4. To hear update of the precept for 2026/27

8. West Hagbourne Village Signage & Gateways To consider and resolve upon a request from West Hagbourne Parish Council to install village gateway structures within the Upton Parish boundary.

Background: To review the proposal for white “village gates” to be sited approximately 30m inside the Upton boundary on the approach road from Upton to West Hagbourne, intended to align with existing 20mph speed limits for improved traffic calming visibility. Discussion: To discuss the implications regarding parish/settlement boundaries and to review the proposed conditions regarding ownership, maintenance, and liability.

Resolution: To formally approve/refuse the request subject to the standard conditions of indemnity and the preservation of existing planning boundaries.

9. Council to recognise the resignation of Councillor Emma Watts Ley

To receive and formally accept the resignation of Cllr Emma Watts.

Formal Acceptance: To record the resignation of Cllr Watts effective January 8, 2026, and to note the commencement of the statutory period for a casual vacancy.

Vote of Thanks: To record a formal vote of thanks on behalf of the Parish Council for her service during 2025.

Recognition of Contributions:

To acknowledge her successful management of the recreation ground project, including the procurement of quotes and supervision of the installation of the posts.

To recognize her excellent work in community relations, specifically her consistent and high-quality briefings sent to the Upton News, which ensured village-wide transparency.

Administrative Action: To authorize the Clerk to display the Notice of Vacancy and to discuss the temporary delegation of her Upton News reporting duties.

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

Next full council meeting will be Wednesday 25^th February 2026 at 19.00 in the meeting room, Upton Village Hall.