UPTON PARISH COUNCIL
Draft Minutes of the Parish Council Meeting
Held on Wednesday 25 February 2026 at 19:00
Small Meeting Room, Upton Village Hall
Present
Cllr Peter Head
Cllr Chris Seelig
Cllr Matt Talbot
Cllr Francoise Yates (Chair)
Clerk & Responsible Financial Officer: Benjamin Shaw
County Councillor Rebecca Fletcher
- Apologies for Absence
Apologies were received from Cllr David Beckles.
- Declarations of Interest
No declarations of interest were made.
- Public Participation (Open Forum)
No members of the public were present.
- Minutes of the Previous Meeting
The minutes of the meeting held on 28 January 2026 were considered.
Minor typographical amendments were noted including correction of names and removal of references identifying parishioners.
RESOLVED:
That the amended minutes of the meeting held on 28 January 2026 be approved as a correct record.
Proposed: Cllr Peter Head
Seconded: Cllr Chris Seelig
Vote: Unanimous
- Planning
5.1 New Planning Applications
No new planning applications had been received since publication of the agenda.
5.2 Updates on Previously Considered Applications
P25/V2762/FUL
The Council noted a significant number of public representations submitted in relation to the application.
Members noted the Council had previously submitted comments including concerns regarding the highway assessment and ownership assumptions referenced within the applicant’s submission.
No further action was required at this stage.
P26/V0101/PIP
Members noted that Planning in Principle consent had been granted by the Local Planning Authority.
It was noted that a subsequent detailed planning application will follow and the Parish Council will have the opportunity to comment further at that stage.
5.3 Circulation of Draft Planning Responses
The Council considered a request that draft planning responses prepared under delegated authority be circulated to councillors prior to submission.
Members agreed that circulation of draft responses represents good governance practice and allows councillors an opportunity to comment where time permits.
5.4 Planning Application P26/V0126/HH – Failure to Respond
The Clerk reported that the Council had not submitted a response within the consultation period for the above application.
Members noted:
- The application was received close to the consultation deadline.
- The shortened consultation period limited the ability to convene a meeting within statutory notice requirements.
- No request for an extension to the consultation period had been made to the Local Planning Authority.
The matter was noted and it was agreed that the Council’s planning procedures and delegation arrangements would be considered under Item 9.1.
- District Councillor Report
No District Councillor was present and no report was received.
- County Councillor Report
The County Councillor attended and provided an update covering:
- Highways maintenance and pothole repairs
- Impacts of prolonged wet weather on road conditions
- Proposed improvements to the FixMyStreet reporting system
- Flooding issues affecting locations within the wider area
- Planned highway works including closures affecting the A417
Members raised concerns regarding:
- Flooding on local roads
- Drainage issues affecting a public right of way and adjacent ditch
- The condition of certain local roads
The County Councillor agreed to investigate the drainage issue and report back.
The Chair thanked the County Councillor for attending.
- Village Matters
8.1 Recreation Ground Grounds Maintenance Contract
The Clerk reported that TFM had submitted its best and final offer.
Following comparison of quotations, Scofell remained the lowest cost provider for the required specification.
RESOLVED:
To appoint Scofell as grounds maintenance contractor for the Recreation Ground.
Proposed: Cllr Chris Seelig
Seconded: Cllr Matt Talbot
Vote: Unanimous
8.2 Volunteer / Working Groups
Play Area Working Group
Interest in volunteering will be explored through the forthcoming Village Survey and publicity in Upton News.
Community Land Working Group
Members noted that establishment of this group will follow completion of the land purchase process.
8.3 Tree Works / At-Risk Trees
The Clerk reported on quotations received from Michael Wilson for safety works.
RESOLVED:
To approve expenditure of £1,000 for priority safety works to remove dangerous branches overhanging the playground and recreation areas.
Proposed: Cllr Matt Talbot
Seconded: Cllr Francoise Yates
Vote: Unanimous
Further works will be considered in the new financial year.
8.4 Play Area – Maintenance and Safety
Swing Beam Replacement
Quotations are being obtained and will be circulated once received.
Trim Trail Rope Adaptation
Consideration deferred pending further inspection.
Inspection Rota
Routine playground inspections are continuing.
8.5 IT & Website Migration
The Council received an update on the hosting support ticket and progress toward the .gov.uk migration.
It was noted that new requirements under the 2025–26 Practitioners’ Guide (Assertion 10) will require the Council to demonstrate:
- Ownership and use of a council domain for email and website;
- Compliance with accessibility standards (WCAG 2.2);
- Adoption of an IT policy.
The Council confirmed that:
- The Council already owns and uses a .gov.uk domain for email, and councillors have appropriate email accounts in place, placing the Council in a strong position compared to other parishes.
- Full migration of the village website is not required. Only statutory and transparency content (e.g. agendas, minutes, and governance documents) must be hosted on a .gov.uk domain.
Members discussed current issues and required actions, including:
- Inconsistent and outdated domain registration (WHOIS) information across platforms;
- Discrepancies in Clerk and contact details held by external bodies;
- Legacy access, outdated software, and security concerns within existing systems;
- The need to retain historic domains to prevent third-party use.
It was reported that initial improvements have already been made, including email security enhancements.
The Council agreed that:
- A new, standalone .gov.uk website should be created to host Council documents only, with links from the existing village website;
- This approach avoids disruption to the main village website while ensuring compliance;
- Accessibility requirements will apply only to the new Council site.
Further actions were identified:
- Completion of a full audit of domains and hosting arrangements;
- Updating Clerk and Council contact details with all relevant external bodies;
- Updating domain registration records (including via Nominet where required);
- Reviewing ICO registration status;
- Identifying and adopting a suitable IT policy;
- Scoping costs and options for the new website.
It was noted that there is no fixed statutory deadline, but the Council must demonstrate awareness, progress, and a clear plan to the auditor.
Resolved:
To proceed with the outlined actions, including development of a .gov.uk-hosted Council website and associated compliance work, and to receive a further report with costings and options in due course.
8.6 Machinery Servicing and Security
The Council received a report following the February servicing of grounds maintenance equipment.
It was reported that:
- The John Deere ride-on mower has been serviced and returned, having received a light service. An invoice is awaited.
- The strimmer (Stihl) remains with the service provider and may be beyond economic repair. Further updates are awaited.
Members noted that:
- A potential write-off may be required if the strimmer cannot be repaired;
- Any disposal must be properly recorded and reflected in the asset register for audit purposes;
- Both items are currently included on the asset register (as confirmed from the last audit).
The Council discussed budget implications and the need to allocate costs appropriately within grounds maintenance or recreation budgets.
Resolved:
- To note the report;
- To await confirmation on the strimmer condition and associated costs;
- To ensure any write-off or replacement is properly recorded in the asset register and considered within future budget planning.
8.7 Village Survey
The Council received an update on the development of the village surveys.
It was reported that:
- Both the Neighbourhood Plan survey and the Playground survey have been revised, trialled, and condensed (with the playground survey reduced to six questions);
- A parishioner is leading on survey design and has secured a small team of volunteers to assist with delivery and data input;
- Evidence suggests that in-person distribution will achieve significantly higher response rates than online methods, particularly given the village demographic.
Members discussed key considerations, including:
- Whether responses should be collected per household or per individual.
The general consensus was that a household response would be more practical and consistent; - The preferred method of distribution, with support expressed for door-to-door delivery and engagement;
- The potential use of printed copies, with printing to be arranged locally and costs reclaimed where appropriate;
- Limited value in paid online survey tools, though email or website links may still be used to supplement engagement;
- Opportunities to encourage volunteer involvement via community groups and online platforms.
It was noted that:
- The final survey content must be reviewed by Council prior to distribution and included in a future agenda as an appendix;
- Draft surveys will be circulated to members in advance for comment.
Resolved:
- To support the principle of in-person survey distribution using printed copies;
- To proceed on the basis of one response per household (subject to final confirmation);
- To receive the draft surveys for review ahead of the next meeting, where final approval will be considered.
8.8 Parish Emergency Plan
The Council considered an initial framework for updating the Parish Emergency Plan.
It was reported that:
- A review has been undertaken of the Oxfordshire County Council Community Resilience standards (2026);
- While there is no statutory requirement, maintaining a Parish Emergency Plan is considered best practice;
- A proportionate, practical, and GDPR-compliant plan is required, avoiding unnecessary complexity.
Members noted that:
- Existing templates (including Government guidance) are available but may be adapted to suit the scale of the parish;
- A concise and usable document is preferred, focusing on key actions and local response arrangements.
A proposal was outlined to:
- Establish a Community Resilience Working Group;
- Comprise approximately three councillors, supported by community volunteers where appropriate;
- Undertake initial drafting, data gathering, and engagement work, before submitting a draft plan to the Clerk for compliance checks and subsequent Council approval.
Members were invited to review the proposed Terms of Reference ahead of the next meeting.
It was further noted that:
- Audit and governance commitments in the coming months may affect councillor availability;
- Volunteer support from within the village may be explored, subject to formal Council agreement.
Resolved:
- To defer formal establishment of the working group to the next meeting;
- That members review the draft Terms of Reference in advance;
- To include this item on the next agenda for decision.
8.9 Recreation Ground Signage
The Council received an update on volunteer-led repair works to signage at the recreation ground.
It was reported that:
- Repair works have been delayed due to adverse weather conditions.
Resolved:
To note the update and await further progress once conditions allow works to proceed.
- Governance
9.1 Delegated Decision-Making Arrangements (March 2020)
The Council received and noted the Clerk’s Governance Note regarding the delegated decision-making arrangements adopted on 19 March 2020.
Members were reminded that:
- The 2020 arrangements were introduced during the COVID-19 pandemic to enable decision-making (including email voting and delegation to the Clerk) where in-person meetings were not possible;
- Guidance received from Oxfordshire Association of Local Councils indicates that such arrangements have not universally been rescinded, but current legislation requires that formal decisions of a parish council must be made at a properly convened public meeting.
The Council considered:
- Whether email-based decision-making and delegation to a small number of members remains lawful or appropriate;
- The governance risks associated with continuing to rely on pandemic-era arrangements not reflected in current Standing Orders;
- The practical implications for responding to planning applications within statutory timeframes.
It was noted that:
- The Council’s current Standing Orders (as reviewed and adopted in 2025) do not include provisions for email voting or the 2020 emergency delegation;
- There is uncertainty as to whether such provisions existed in earlier versions of the Standing Orders, but they are not present in the current adopted version;
- Email exchanges do not constitute a lawful public meeting;
- Decisions taken outside a properly convened meeting may not be legally robust, particularly where deadlines prevent later ratification.
Members expressed a preference for strengthening governance and ensuring compliance ahead of the forthcoming audit.
Resolved:
- To formally rescind the delegated decision-making arrangements adopted on 19 March 2020 insofar as they relate to decision-making by email or informal member agreement;
- To confirm that Council decisions must be made at properly convened public meetings in accordance with legislation and Standing Orders;
- To note that where time constraints prevent a meeting, the Council may:
- Request an extension from the relevant authority; or
- Choose not to submit a corporate response where appropriate;
- To instruct the Clerk to bring forward to the next meeting:
- Draft options for a scheme of delegation to the Clerk for defined circumstances; and/or
- Draft Terms of Reference for a Planning Committee (minimum three members);
- Clarification on procedures for requesting extensions to planning deadlines;
- To require that any future external governance advice obtained on behalf of the Council is shared with all members in full.
Proposed: Cllr Peter Head
Seconded: Cllr Chris Seelig
Vote: Unanimous
9.2 Oxfordshire Unitary / “Ridgeway Council” Consultation
RESOLVED:
To delegate authority to Cllr Peter Head to prepare and submit the Council’s consultation response, with the draft to be circulated to councillors prior to submission.
Proposed: Cllr Chris Seelig
Seconded: Cllr Francoise Yates
Vote: Unanimous
9.3 National Planning Policy Framework Consultation
RESOLVED:
To delegate authority to Cllr Peter Head to prepare and circulate a draft consultation response for review prior to submission.
Proposed: Cllr Francoise Yates
Seconded: Cllr Matt Talbot
Vote: Unanimous
- Finance & Administration
10.1 Authorisation of Payments
Cllr Matt Talbot was appointed as payment authoriser for March 2026.
10.2 Approval of Payments
The schedule of payments totalling £1,524.65 was reviewed.
RESOLVED:
To approve the payments as listed.
Bank interest of £17.51 was noted.
10.3 Citizens Advice Donation
RESOLVED:
To approve a donation of £100 to Citizens Advice.
Proposed: Cllr Francoise Yates
Seconded: Cllr Chris Seelig
Vote: Unanimous
10.4 SLCC Membership Renewal
RESOLVED:
To approve renewal of SLCC membership (£215).
Proposed: Cllr Peter Head
Seconded: Cllr Chris Seelig
Vote: Unanimous
10.5 Bank Reconciliation
The bank reconciliation to 31 January 2026 was reviewed and signed.
10.6 Professional Advice Regarding Loan Agreement – Consideration and Next Steps
The Council formally noted the professional advice received from the Clerk & RFO, the Council’s solicitor, and the Oxfordshire Association of Local Councils regarding the requirement for specialist legal advice in connection with the Chapel Furlong land purchase and associated loan agreement.
It was noted that:
- The Clerk signed the engagement letter with Boyes Turner LLP on 2 February 2026 at the Council’s request;
- Confirmation of that engagement was received on 11 February 2026;
- Members stated that the Council had been aligned with the use of specialist legal advice throughout;
- Concerns raised by members had related not to opposition to legal advice, but to questions of value for money, incomplete information, and the timely circulation of key correspondence and advice.
Members discussed governance, legal, audit, indemnity, insurance, and communication issues arising from the handling of the matter. In particular, it was noted that:
- Specialist legal representation had been consistently supported by the Council;
- Clarification that the loan agreement needed to be fully owned and managed by the solicitor had resolved earlier uncertainty;
- Timely circulation of significant correspondence and written advice to all members would assist effective governance and reduce the risk of misunderstanding;
- Some concerns were raised regarding communication processes and professional relationships, and it was agreed that clearer written updates would be beneficial going forward.
Following discussion, the Council considered the proposed next steps and agreed to confirm its existing position.
Resolved:
- To note that the engagement letter from Boyes Turner LLP was signed by the Clerk on 2 February 2026 at the Council’s request, and that members have been aligned with that instruction throughout.
- To formally confirm the instruction to Boyes Turner LLP to act on the Chapel Furlong land purchase, including negotiating and documenting the associated loan agreement within the scope of the engagement letter.
- To note the professional advice received from the Clerk, OALC, and Boyes Turner LLP, and to confirm the Council’s support for the recommended approach.
- To request that the Clerk provide regular written progress updates to all members on the land purchase, including circulation of significant correspondence as soon as reasonably practicable and normally within two working days of receipt, subject to reasonable officer capacity and working hours.
Proposed: Cllr Peter Head
Seconded: Cllr Chris Seelig
Vote: Unanimous
- Upton News
Members agreed that items relating to:
- pothole reporting via FixMyStreet
- the village survey
- volunteer working groups
should be submitted for inclusion in the next edition.
- Date of Next Meeting
The next meeting of Upton Parish Council will be held on:
Wednesday 25 March 2026 – 19:00
Small Meeting Room, Upton Village Hall