UPTON PARISH COUNCIL
Minutes of the Parish Council Meeting
Held on: Wednesday 28 January 2026
Time: 19:00
Venue: Small Meeting Room, Upton Village Hall
Present
Cllrs: Peter Head, Françoise Yates, Matthew Talbot, Chris Seelig
Clerk / RFO: Benjamin Shaw
District / County Councillor: Becca Fletcher
Members of the public: 1 Mr Chris Orme
- Apologies for Absence
Apologies were received from Cllr David Beckles.
Outcome:
The apology was noted and accepted.
- Declarations of Interest
Cllr Peter Head declared a personal interest in Agenda Item 5.3 (P26/V0082/HH), as the applicant is a close personal friend.
In the interests of transparency, Cllr Head confirmed that he would leave the room during discussion and voting on this item.
- Open Forum
3.1 Representations from Members of the Public
One member of the public, Mr Chris Orme, attended in relation to Agenda Item 5.3.
Council confirmed that the application had been read and reviewed in advance and that no questions or clarification were required. Members stated that the proposal was non-contentious and in keeping with the surrounding area.
No formal representation was made.
Outcome:
There being no further public contributions, the Open Forum was closed.
- Approval of Minutes
The minutes of the Parish Council meeting held on 19 November 2025 and the Extraordinary Meeting held on 3 December 2025 were considered.
RESOLVED:
That the minutes be approved as a true and accurate record.
Vote: Unanimous
- Planning
5.1 P25/V2762/FUL – Change of Use to Gypsy / Traveller Site
Change of use of land from equestrian to mixed use comprising equestrian and a Gypsy/Traveller site, including four pitches and relocation of an existing container.
Council noted that the application was materially identical to the previously refused proposal, with only minor amendments to the Flood Risk Assessment and a highways technical note, neither of which addressed previous concerns.
Council reaffirmed that its objection was purely on planning grounds, citing:
- Unacceptable and unresolvable flood risk;
- Highway access and visibility concerns;
- Fundamental unsuitability of the land for residential use over the lifetime of the development.
Council emphasised its awareness of the welfare of children on site but maintained that safety considerations must take precedence.
RESOLVED:
That Upton Parish Council objects to the application and instructs the Chair and Clerk to submit an objection letter to the Local Planning Authority before 10 February 2026.
Proposed: Cllr Head
Seconded: Cllr Yates
Vote: Unanimous
5.2 P25/V2722/S73 – Variation of Condition (Outbuilding Relocation)
Council considered the proposed repositioning of an outbuilding.
RESOLVED:
That Upton Parish Council raises no objection, subject to confirmation from the District Tree Officer that root protection zones are not adversely affected.
Proposed: Cllr Head
Seconded: Cllr Yates
Vote: Unanimous
5.3 P26/V0082/HH – Dormer Window and Loft Conversion
Cllr Peter Head left the room for this item.
Council considered the proposal and agreed it was in keeping with the character of Stream Road.
RESOLVED:
That Upton Parish Council raises no objection.
Proposed: Cllr Yates
Seconded: Cllr Talbot
Vote: Unanimous
Cllr Head returned to the meeting.
5.4 P26/V0101/PIP – Land at Little Acorns, Main Street, West Hagbourne
Planning in Principle application for up to three additional dwellings.
Council discussed:
- Proximity to the National Landscape (AONB);
- Drainage considerations;
- Impact on a public right of way;
- Density and settlement boundary implications.
Council agreed not to object, but to submit advisory comments highlighting these matters.
RESOLVED:
That Upton Parish Council raises no objection, with delegated authority to the Chair and Clerk to submit comments to the Local Planning Authority.
Proposed: Cllr Head
Seconded: Cllr Yates
Vote:
In favour – 3
Against – 1 (Cllr Seelig)
- Village Matters
6.1 Recreation Ground / Grounds Maintenance Contract
Council received an update on revised quotations:
- Scofell: £4,360 (ex. VAT)
- TFM: £4,429 (ex. VAT)
Council discussed value for money, service quality, transparency, and procurement practice.
RESOLVED:
That the Clerk is instructed to request a best and final offer from TFM, with authority delegated to proceed once received. The decision will be ratified at the next meeting.
Proposed: Cllr Head
Seconded: Cllr Talbot
Vote: Unanimous
6.2 Volunteer / Working Groups
Council discussed the potential formation of volunteer working groups, particularly for the play area and community land.
Action:
To explore structured engagement through the Village Survey and future Upton News communications.
6.3 Tree Works / At-Risk Trees
Council noted that contractor Michael Wilson had completed a site visit but had not yet provided a written quotation or invoice. No immediate safety risks were identified.
6.4 Play Area – Maintenance and Safety
Council noted:
- No urgent ROSPA safety issues;
- Planned replacement of swing beam subject to quotations;
- Proposal to adapt trim trail using rope elements;
- Continuation of weekly inspections.
6.5 IT & Website
Council noted ongoing issues with website access and document stability.
Action:
Clerk to liaise with Cllr Peter [Surname] to raise a hosting support ticket and progress domain transition following recovery from surgery.
6.6 Machinery Servicing and Security
Council noted that equipment servicing is scheduled for February 2026. A potential write-off of a strimmer motor will be reviewed following inspection.
6.7 Village Survey
Council noted that engagement with the survey coordinator remains pending. An update will be provided at the next meeting.
6.8 Parish Emergency Plan
Council agreed to begin preparatory work on updating the Parish Emergency Plan, with volunteer input to be explored via the Village Survey.
6.9 Recreation Ground Signage
Council noted that a volunteer has offered to repair the broken sign using metal posts.
- Finance & Administration
Balances as at 31 December 2025 were noted:
- Community Reserve: £35,294.74
- Community Account: £72,711.45
- Total Funds: £108,006.19
7.1 Authorisation of Payments
Cllr Matthew Talbot was appointed as payment authoriser for the coming month.
7.2 Approval of Payments and Receipts
Payments and receipts for November and December were approved within budgeted limits.
7.3 Transfer of Funds
RESOLVED:
To transfer donated funds into the higher-interest instant access account.
Proposed: Cllr Talbot
Seconded: Cllr Yates
Vote: Unanimous
- West Hagbourne Village Gates
Council considered the request to install village gateway structures within the Upton parish boundary.
RESOLVED:
That Upton Parish Council supports the request subject to:
- No liability for ownership, maintenance or insurance;
- No alteration to parish or settlement boundaries.
Proposed: Cllr Yates
Seconded: Cllr Head
Vote: Unanimous
- Resignation of Councillor Emma Watts Ley
Council formally acknowledged the resignation of Cllr Emma Watts Ley, effective 8 January 2026, and recorded its thanks for her service, particularly her work on the recreation ground and community communications.
Action:
Clerk to post the Notice of Vacancy and Cllr Head tp prepare a thank-you notice for Upton News.
- Date of Next Meeting
The next full Parish Council meeting will be held on:
Wednesday 25 February 2026 at 19:00
Small Meeting Room, Upton Village Hall
Meeting closed: 21:00