UPTON PARISH COUNCIL
Notice of Meeting and Summons to Councillors
Date Issued: 20 March 2026
To: All Members of Upton Parish Council
You are hereby summoned to attend a meeting of Upton Parish Council to be held in the:
Small Meeting Room, Upton Village Hall
Wednesday 25 March 2026 at 19:00
The meeting is open to members of the public and press in accordance with the Public Bodies (Admission to Meetings) Act 1960.
Members of the public wishing to attend are requested to notify the Clerk at least 24 hours before the meeting, as numbers may be restricted.
Signed:
Benjamin Shaw
Clerk & Responsible Financial Officer
Upton Parish Council
parish.clerk@uptonparishcouncil.gov.uk
AGENDA
- Apologies for Absence
To receive apologies for absence and approve the reasons given.
- Declarations of Interest
To receive declarations of interest in accordance with the Localism Act 2011.
Councillors are reminded that:
- Disclosable Pecuniary Interests must be declared.
- Interests should also be declared where appropriate under the Council’s Code of Conduct.
- Public Participation
In accordance with Standing Orders, members of the public may make representations.
Maximum 15 minutes total, 3 minutes per speaker.
No decisions will be taken under this item.
- Village Hall Matters
To receive a report from Cllr Yates / Cllr Seelig regarding the meeting held 11 March 2026.
4.1 Overflow Car Park
To consider the potential development of an overflow car park to support the operational needs of Upton Village Hall and alleviate parking pressures during peak usage.
Background:
The Village Hall continues to experience periods of high attendance, resulting in limited on-site parking availability and associated issues, including congestion, inconvenience to users, and potential impact on neighbouring areas. Previous discussions have identified the possible provision of an overflow parking area as a means to address these concerns.
Considerations:
Council is asked to consider:
- The current and projected demand for additional parking provision
- Any previously obtained cost estimates, feasibility assessments, or site options
- Potential environmental, planning, and access implications
- Funding opportunities, including grants or community funding streams
- Ongoing maintenance and liability considerations
Options for Council:
Members are requested to determine an appropriate course of action, which may include:
- a) Agreeing to investigate feasibility
- Commissioning or undertaking an initial feasibility study to assess suitable locations, indicative costs, planning requirements, and constraints
- b) Reviewing previous cost estimates and proposals
- Re-examining any historic data, quotes, or proposals to determine whether they remain valid and applicable
- c) Supporting further detailed investigation
- Authorising delegated authority to a working group or nominated councillors to progress the matter, including engagement with relevant stakeholders and reporting back to Council
- d) Taking no further action at this time, with reasons recorded
Financial Implications:
Any agreed actions may incur costs associated with feasibility work, professional advice, or surveys. Council should ensure compliance with its Financial Regulations and procurement requirements.
Legal and Regulatory Considerations:
- Any development will be subject to planning permission and relevant statutory requirements
- Land ownership and rights of access must be clearly established
- Consideration must be given to health and safety, insurance, and ongoing liabilities
4.2 Soakaway Proposal
To consider a formal request from Upton Village Hall and Amenities Trust (UVHAT) regarding proposed drainage improvements involving the installation of downpipe connections and a soakaway system, part of which may be located on, or impact, Parish Council-owned land.
Background:
The Parish Council has received correspondence from UVHAT outlining concerns relating to surface water management at the Village Hall. The proposal seeks to improve drainage by redirecting rainwater from existing roof downpipes into a newly constructed soakaway system.
Initial details indicate that the proposed works may extend beyond the Village Hall boundary and could affect land under the ownership or responsibility of Upton Parish Council.
Considerations:
Members are asked to consider the following:
- Land Ownership and Rights:
Confirmation of land ownership boundaries and whether formal permission (e.g., licence or easement) is required for any works on Parish Council land. - Legal and Liability Implications:
Potential liabilities arising from installation and ongoing maintenance of the soakaway, including responsibility for future repairs, blockages, or failure of the system. - Technical Suitability:
Whether sufficient drainage/percolation assessments have been undertaken to demonstrate that the proposed soakaway is appropriate for the ground conditions and will not adversely affect adjacent land or structures. - Impact on Parish Assets:
Any potential impact on existing Parish Council land use, access, or future plans. - Maintenance Responsibilities:
Clarity on who will retain responsibility for inspection, maintenance, and any associated costs over the lifetime of the installation. - Insurance and Indemnity:
Whether UVHAT will indemnify the Parish Council against any claims or damages arising from the works or their long-term operation. - Regulatory Compliance:
Confirmation that the proposal complies with relevant legislation and guidance, including drainage regulations and, if applicable, planning permission or building control requirements.
Financial Implications:
There is no direct financial commitment requested from the Parish Council at this stage; however, Members should consider any potential future cost exposure linked to land use or liability.
Options Available to Council:
Members may resolve to:
- Approve the request in principle, subject to satisfactory legal agreement and technical validation.
- Approve the request with specific conditions (e.g., formal licence, indemnity, method statement, and maintenance agreement).
- Defer the decision pending further information (e.g., drainage surveys, legal advice, or site plans).
- Refuse the request, providing clear reasons.
COUNCIL BUSINESS
- Minutes
To approve the minutes of the meeting held on:
25 February 2026
Note: amendments must be agreed by vote.
- Planning Matters
5.1 Planning Applications for Consideration
To consider current planning applications received from the Local Planning Authority and to agree the Parish Council’s response.
Applications:
- a) Application Ref: P26/V0126/HH – Amendment No.1
Proposal: Rear extension replacing sun room, garage conversion, new gable roof, and front porch extension.
Location: Eventurer, Prospect Road, Upton, Didcot, OX11 9HT - b) Application Ref: P26/V0555/AG
Proposal: Erection of agricultural barn.
Location: Land at Dene Hollow, Chilton, OX11 0SN
Considerations:
Members are asked to review all submitted plans and supporting documentation and consider:
- Compliance with local planning policy and the adopted development plan
- Impact on neighbouring properties (amenity, overlooking, loss of light, noise)
- Design, scale, and visual impact within the street scene and wider landscape
- Highways and access implications
- Environmental and ecological considerations
- Any material planning considerations relevant to each application
5.2 Planning Amendments
To consider amendments submitted to an existing planning application and determine whether the Parish Council wishes to revise or reaffirm its previous response.
Application:
Application Ref: P25/V2762/FUL – Amendment No.1
Location: Land at Wattle Cottage Farm, Prospect Road, Upton
Considerations:
Members should review the amended plans and supporting information and consider:
- The nature and extent of the amendments
- Whether the amendments address any previous concerns raised by the Parish Council
- Any new material planning considerations arising from the changes.
5.3 Planning Decisions Noted
To formally note planning decisions issued by the Local Planning Authority since the previous meeting.
Decisions:
- Application Ref: P26/V0082/HH
Proposal: Domestic works (Conifers, Stream Road)
Decision: Approved - Application Ref: P25/V2722/S73
Proposal: Variation of condition
Decision: Approved
- Reports
6.1 County Councillor Report
To receive a report from the County Councillor on matters relevant to Upton Parish.
6.2 District Councillor Report
To receive a report from the District Councillor on matters relevant to Upton Parish.
- Governance
7.1 Standing Orders
To review and formally adopt the Council’s Standing Orders, ensuring they remain up to date and compliant with current legislation and best practice.
Background:
Standing Orders govern the conduct of Council business, including procedures for meetings, decision-making, procurement, and member responsibilities. Regular review is required to ensure alignment with legislative changes and operational needs.
Considerations:
Members should consider:
- Compliance with the latest model Standing Orders (e.g. NALC guidance)
- Inclusion of current legislative requirements (e.g. procurement thresholds, Public Contracts Regulations where applicable)
- Clarity and usability of procedures
Recommendation:
That the Council reviews and formally adopts the Standing Orders, with or without amendment.
7.2 Financial Regulations
To review and approve the Council’s Financial Regulations.
Background:
Financial Regulations set out the framework for financial management, including budgeting, accounting, banking, procurement, and audit. They must be reviewed regularly to ensure compliance with statutory requirements and Proper Practices.
Considerations:
Members should consider:
- Alignment with current legislation and audit guidance
- Adequacy of financial controls and authorisation limits
- Procurement procedures and thresholds
- Clarity of roles and responsibilities
Recommendation:
That the Council approves the Financial Regulations for use during the forthcoming financial year.
7.3 Asset Register
To review and approve the Council’s Asset Register.
Background:
The Asset Register provides a record of all Council-owned land and assets and forms part of the Annual Governance and Accountability Return (AGAR) requirements.
Considerations:
Members should ensure:
- All assets are accurately recorded and up to date
- Asset values are consistent with accounting requirements
- Any acquisitions or disposals are reflected
Recommendation:
That the Council reviews and approves the Asset Register.
7.4 Risk Management
To review and approve the Council’s Risk Assessment and Risk Management arrangements.
Background:
The Council is required to maintain adequate and effective risk management arrangements to identify and mitigate financial, operational, and legal risks.
Considerations:
Members should consider:
- Identification of key risks (financial, governance, legal, operational)
- Adequacy of existing control measures
- Any new or emerging risks
- Frequency of review and monitoring arrangements
Recommendation:
That the Council approves the Risk Assessment and confirms that appropriate risk management arrangements are in place.
7.5 Insurance
To review the Council’s insurance cover and confirm its adequacy.
Background:
The Council must maintain appropriate insurance cover for its activities, assets, and liabilities.
Considerations:
Members should review:
- Levels of cover (e.g. public liability, employer’s liability, asset cover, fidelity guarantee)
- Any changes to assets or activities requiring updated cover
- Value for money and policy terms
Recommendation:
That the Council confirms the adequacy of its insurance arrangements or identifies any required changes.
7.6 Internal Auditor
To appoint an Internal Auditor for the financial year 2026/27.
Background:
The Council is required to appoint an independent and competent Internal Auditor to review its systems of internal control and report annually.
Considerations:
Members should consider:
- Independence and competence of the proposed auditor
- Scope of the internal audit
- Cost and value for money
Recommendation:
That the Council appoints a suitably qualified and independent Internal Auditor for the 2026/27 financial year. LCC is recommended and has been previously circulated with quotes requested from a total of four providers in October 2025.
7.7 Internal Controls
To review the effectiveness of the Council’s internal control systems.
Background:
The Council must ensure that its internal control systems are adequate and effective in managing financial and operational risks, as required under the Accounts and Audit Regulations.
Considerations:
Members should consider:
- Bank reconciliation procedures
- Authorisation of payments and separation of duties
- Budget monitoring and reporting
- Compliance with Financial Regulations
- Findings from internal and external audit (if applicable)
Recommendation:
That the Council reviews and confirms the effectiveness of its internal control arrangements.
- Council Assets and Village Matters
8.1 Village Survey
To consider and approve the Village Survey prepared by the Parish Council Working Group.
Background:
A Working Group established by the Parish Council has undertaken the preparation of a Village Survey to gather residents’ views on local services, facilities, and future priorities within Upton. The survey is intended to inform the Council’s decision-making, strategic planning, and potential project development.
The draft survey has been circulated to Members for review.
Considerations:
Members are asked to consider:
- Content and Clarity:
Whether the questions are clear, unbiased, and aligned with the objectives of the survey. - Scope and Relevance:
Whether the survey adequately captures key issues affecting the village, including infrastructure, amenities, environment, and community priorities. - Data Protection and Anonymity:
Compliance with data protection requirements (e.g. UK GDPR), including how responses will be collected, stored, and used. - Distribution Method:
Proposed methods for issuing the survey (e.g. online platforms, paper copies, delivery to households) and ensuring accessibility for all residents. - Engagement Strategy:
Measures to encourage participation and achieve a representative response rate. - Analysis and Reporting:
How results will be collated, analysed, and reported back to the Council and residents. - Resource Implications:
Any associated costs (e.g. printing, postage, software tools) and officer/member time required.
Governance Note:
As the survey has been prepared by a Working Group, Members should ensure that the final version is formally approved by full Council prior to distribution.
Options Available to Council:
Members may resolve to:
- Approve the Village Survey for distribution.
- Approve the Village Survey subject to specified amendments.
- Defer approval pending further revisions.
Recommendation:
That the Parish Council reviews the draft Village Survey and determines whether to approve it for distribution, with or without amendment.
8.2 Council Land and Grounds Maintenance
To review the current maintenance arrangements for Council-owned land and assets following the recent contractor appointment and site visit by Scofell.
Background:
The Parish Council has appointed a contractor to undertake grounds maintenance across its land and assets. A site visit has been carried out by Scofell to assess maintenance requirements, standards, and any operational considerations.
This item provides an opportunity for Members to review the effectiveness of current arrangements and ensure that maintenance standards meet the Council’s expectations.
Considerations:
Members are asked to consider:
- Scope of Works:
Whether all relevant areas of Council-owned land and assets are included within the maintenance schedule. - Standards of Maintenance:
Whether the agreed specification reflects the desired quality and frequency of works (e.g. grass cutting, hedge maintenance, litter management). - Contractor Performance:
Initial feedback following appointment and site visit, including communication, responsiveness, and understanding of requirements. - Health and Safety:
Compliance with health and safety requirements, including risk assessments and safe working practices. - Environmental Considerations:
Opportunities to support biodiversity, sustainability, and environmentally sensitive land management. - Financial Implications:
Confirmation that the maintenance arrangements are within the agreed budget and provide value for money. - Monitoring Arrangements:
How performance will be monitored and reviewed over time.
Recommendation:
That the Parish Council reviews the current grounds maintenance arrangements and confirms that they are appropriate, or agrees any required amendments.
8.3 Machinery Maintenance
To note maintenance undertaken on Parish Council-owned equipment.
Background:
Maintenance and servicing of Council-owned machinery has been carried out by Kalehurst Garden Machinery to ensure equipment remains safe, functional, and compliant with operational requirements.
Considerations:
Members are asked to note:
- The nature of the maintenance and any repairs undertaken
- The operational condition of equipment following servicing
- Any recommendations provided by the service contractor
- Ongoing maintenance requirements and scheduling
Financial Implications:
Members should note the associated costs and ensure they are within the allocated budget for equipment maintenance.
Recommendation:
That the Parish Council notes the maintenance undertaken on its equipment.
- Website and Transparency
10.1 Transparency Code Compliance
To review the Parish Council’s compliance with statutory transparency and publication requirements applicable to authorities with an annual turnover exceeding £25,000.
Background:
As the Council’s annual turnover exceeds £25,000, it is not covered by the Transparency Code for Smaller Authorities but is instead subject to broader statutory requirements, including:
- The Accounts and Audit Regulations 2015
- The Local Government Act 1972
- The Freedom of Information Act 2000
- The Local Government Transparency Code 2015 (where applicable as best practice)
The Council is required to ensure that key governance, financial, and operational information is published and accessible, typically via its website. Regular review supports accountability, transparency, and compliance with audit requirements, including the Annual Governance and Accountability Return (AGAR).
Key Requirements / Best Practice Publications:
Members should ensure that the following information is published and kept up to date:
- Annual Governance and Accountability Return (AGAR), including:
- Annual Governance Statement
- Accounting Statements
- External Auditor Report
- Notice of Public Rights and publication of unaudited and audited accounts
- Minutes, agendas, and supporting papers for Council meetings
- Councillor contact details and register of interests
- Asset Register
- Financial information, including budgets and expenditure (in line with best practice transparency expectations)
- Internal audit reports
- Policies and governance documents (e.g. Standing Orders, Financial Regulations, Code of Conduct)
Considerations:
Members are asked to consider:
- Accessibility:
Whether information is clearly structured and easy for the public to locate - Accuracy and Timeliness:
Whether documents are current and published within required timescales - Compliance:
Whether statutory obligations are fully met, including publication of AGAR documents and public rights notices - Website Functionality:
Whether the Council’s website is fit for purpose in supporting transparency and public engagement - Data Protection:
Ensuring compliance with UK GDPR when publishing personal data
Recommendation:
That the Parish Council reviews its current transparency and publication arrangements and agrees any actions required to ensure full compliance with statutory requirements and best practice.
10.2 Website Publication Issue
To consider the reported issue of meeting minutes intermittently disappearing from the website.
Council to consider:
- requesting investigation by Darkwhite
- interim publication arrangements
- further actions required.
10.2 Website Publication Issue
To consider a reported issue concerning Parish Council meeting minutes intermittently disappearing from the Council’s website and to determine appropriate actions.
Background:
It has been reported that published meeting minutes are not consistently available on the Council’s website, with instances of documents becoming inaccessible or disappearing after publication. This raises concerns regarding transparency, public access to information, and compliance with statutory publication requirements.
The Council’s website is maintained by Darkwhite, who may need to investigate the issue.
Considerations:
Members are asked to consider:
- Transparency and Compliance:
The requirement to ensure that approved minutes and other governance documents remain publicly accessible in accordance with statutory obligations and best practice. - Technical Reliability:
The potential causes of the issue, including hosting, content management systems, or administrative processes. - Reputational Risk:
The impact on public confidence if information is not consistently available. - Data Integrity and Record Keeping:
Ensuring that official records are securely stored and can be reliably published and retrieved. - Interim Arrangements:
Measures to ensure continued public access while the issue is being resolved (e.g. alternative hosting, document repositories, or direct publication methods). - Responsibility and Escalation:
Clarifying responsibility for investigating and resolving the issue, including engagement with the website provider.
Options Available to Council:
Members may resolve to:
- Request that Darkwhite undertakes a full technical investigation and provides a report.
- Implement interim publication arrangements to ensure continuous public access to minutes.
- Review website management processes and controls.
- Consider longer-term solutions if issues persist (e.g. alternative hosting or providers).
Recommendation:
That the Parish Council:
- Requests a formal investigation by Darkwhite into the reported issue,
- Agrees interim arrangements to ensure meeting minutes remain publicly accessible, and
- Determines any further actions required to safeguard transparency and compliance.
- Finance and Administration
11.1 Bank Balances
To note the Parish Council’s current financial position based on bank balances as at 28 February 2026.
Balances:
- Community Account: £12,220.87
- Commercial Instant Access Account: £93,314.57
Total Funds Available: £105,535.44
11.2 Authorisation of Payments
To agree nominated Members to authorise payments on behalf of the Parish Council for the forthcoming month, in accordance with the Council’s Financial Regulations.
Recommendation:
That the Parish Council appoints at least two Members as payment authorisers for the forthcoming month, in accordance with its Financial Regulations.
11.3 Payments for Approval
Recommendation:
That the Parish Council resolves to approve the payments as listed in the schedule and authorises their payment.
| Transaction Date | Transaction Description | Debit Amount | ||
| 17/02/2026 | Bank Charges | 4.25 | ||
| 16/02/2026 | PLAYSAFETY LIMITED | 328.8 | ||
| 16/02/2026 | SLCC Membership | 215 | ||
| 16/02/2026 | TFM | 429.9 | ||
| 16/02/2026 | TESCO MOBILE | 7.98 | ||
| 02/02/2026 | UPTON PARISH COUNC Internal Transfer to Treasurer Account | 57980 | ||
11.3.1 Expense Claims
To consider and approve expense claims submitted for reimbursement.
11.3.2 To Authorise Employee Salary Payment
To approve the payment of employee salary in accordance with the Council’s approved budget and contractual obligations.
11.4 Receipts
Recommendation:
That the Parish Council notes the receipts received as listed.
| Date | Description | Credit Amount |
| 09.02.2026 | Interest | 22.32 |
11.5 Bank Reconciliation
To review and approve the bank reconciliation for the Parish Council as at 28 February 2026.
11.6 Bank Signatories
Purpose of Item:
To review the Parish Council’s bank signatories and payment authorisation arrangements to ensure they remain appropriate, secure, and compliant with the Council’s Financial Regulations.
Background:
The Council is required to maintain up-to-date bank signatory arrangements to ensure proper financial control, continuity, and security. Changes in Council membership, roles, or responsibilities may necessitate updates to authorised signatories.
Regular review is considered best practice and supports audit compliance.
Considerations:
Members are asked to consider:
- Current Signatories:
Whether the existing list of authorised signatories remains accurate and appropriate - Separation of Duties:
Ensuring that payment authorisation processes maintain appropriate checks and balances (e.g. at least two authorisers, independent of payment preparation) - Continuity and Coverage:
That there are sufficient authorised signatories to ensure business continuity in the event of absence - Access and Security:
Whether access to banking systems is appropriately controlled and up to date - Changes Required:
Any additions or removals of signatories following elections, resignations, or changes in roles - Compliance with Financial Regulations:
That arrangements align with the Council’s adopted Financial Regulations
Recommendation:
That the Parish Council reviews its bank signatory arrangements and confirms that they are appropriate, or agrees any required amendments.
12.1 Upton News
To consider and agree any contributions from the Parish Council for inclusion in the next edition of Upton News.
- Date of Next Meeting
To confirm the date, time, and location of the next meeting of the Parish Council.
The next meeting of Upton Parish Council is scheduled for:
Date: Wednesday 29 April 2026
Time: 19:00
Location: Small Meeting Room, Upton Village Hall