UPTON PARISH COUNCIL
23rd April 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 29th April 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
- To receive apologies for absence
- To record any declarations of interests relating to this meeting
- Open Forum
To receive representations from members of the public if present.
(Maximum 15 minutes, 3 minutes per person)
- To approve the minutes of the Parish Council meetings held on 25th February 2026 & 25th March 2026
Note: – Any changes to the minutes need to be agreed by a vote.
- Planning
5.1 P26/V0730/FUL – Demolition of existing house & outbuilding. Replacement self-build dwelling. Maslina Reading Road Upton Didcot OX11 9JJ – Deadline 29th April 2026
5.2 Decision Notice
To note the decision and, if thought appropriate, to agree Parish Council correspondence with Vale of White Horse District Council regarding enforcement case VE24/201 and related matters, and to authorise any associated correspondence with other relevant authorities and organisations.
REFUSAL OF PLANNING PERMISSION
Vale of White Horse District Council hereby gives notice that planning permission
is REFUSED for the carrying out of the development referred to above for the
following reason(s) :
The lack of a 5-year supply of gypsy/traveller sites under the Vale of White
Horse Local Plan 2031 together with the personal circumstances of the
applicant and his family are outweighed, by the harmful impacts of other
planning policy considerations contained in the National Planning Policy
Framework, when taken as a whole. These include, the adverse flood risk
impacts of the development; the adverse impacts of the development on the
North Wessex Downs National Landscape; the adverse highway safety impacts
of the development; the failure to adequately address a net loss of biodiversity;
the adverse impacts of the development on the intrinsic value of the
countryside and local distinctiveness; and the intentional unauthorised nature of
the development. These adverse impacts outweigh the titled balance in favour
of the grant of permission under paragraph 11(d) of the National Planning
Policy Framework.
Planning Decision
Application No : P25/V2762/FUL
Application proposal, including any amendments :
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. (As amended by information
received 10 March 2026.)
Site Location : Land at Wattle Cottage Farm Prospect Road Upton Didcot OX11
9HT
- Clerk’s Report
To receive a report from the Clerk/Responsible Financial Officer on:
• Progress of the proposed land acquisition
• Summary of legal advice received
• Overview of key matters requiring decision, including:
o Execution arrangements
o Loan agreement structure
o Funding sources (loan, donations, reserves)
o Exchange and completion timing
o Risk considerations
and to note that the Council’s solicitor has provided a Report on Title dated 13 April 2026 and related legal advice which have been circulated to members as confidential papers.
For information and noting
- Use of Loan, Donations and Council Reserves
To consider and confirm, in line with the DLUHC borrowing approval, that:
• The private loan (up to £90,000) shall be applied solely towards the purchase price of the land and associated acquisition costs;
• Any post-completion works (which may include fencing, signage, access arrangements, and land management) shall be funded from:
o Donations, and/or
o Council reserves
Proposed Resolution:
That the Council agrees that:
- The private loan facility (up to £90,000) shall be applied solely towards the purchase price of the land and associated acquisition costs; and
- All post-completion expenditure shall be funded from donations and/or Council reserves and not from the loan facility.
- Execution of Legal Documents
To consider the appropriate execution arrangements for:
• The Contract for Sale
• TP1 Transfer Deed
• Loan Agreement
In accordance with Section 14(3) of the Local Government Act 1972 and the Council’s Standing Orders.
Proposed Resolution:
That:
- The Contract for Sale, TP1 Transfer Deed, and Loan Agreement shall be executed as deeds on behalf of the Council;
- Execution shall be by any two Members of the Council;
- The signatures of those Members shall be witnessed by the Proper Officer (Clerk) in the absence of a common seal; and
- The Clerk be instructed to inform the Council’s solicitor of these execution arrangements and to request that the Loan Agreement be amended accordingly before execution.
- Authority to Proceed to Exchange and Completion
To consider granting delegated authority to the Clerk, in consultation with the Chair (or, if the Chair is unavailable, any other member of the Council), to:
• Finalise terms with the Council’s solicitor
• Proceed to exchange of contracts
• Make the required deposit payment, including authorising the transfer of the required deposit from the Council’s bank account
• Complete the transaction
Subject to:
• Legal advice confirming readiness
• Funding arrangements being in place
• Remaining within the period of DLUHC borrowing approval
Proposed Resolution:
That delegated authority be granted to the Clerk, in consultation with the Chair (or, if the Chair is unavailable, any other member of the Council), to proceed as outlined.
- Exchange and Completion Timing
To note and consider:
• Legal advice regarding the recommended minimum period between exchange and completion
• Requirements relating to:
o Loan drawdown (including notice period)
o Availability of funds
o External deadlines (including borrowing approval expiry)
Proposed Resolution:
That the Council notes the advice and agrees that exchange and completion shall be scheduled in accordance with the advice of the Council’s solicitor.
- Anti-Money Laundering and Member Compliance
To receive confirmation from the Clerk that:
• Appropriate due diligence, including anti-money laundering and source of funds checks, has been completed
• There is no conflict with:
o The Members’ Code of Conduct
o Section 106 of the Local Government Finance Act 1992
For noting in the minutes.
- Risk Assessment and Instructions to Solicitor
To consider:
• The overall risk position of the transaction
• Whether remaining risks are proportionate and manageable
Proposed Resolution:
That the Council, having considered the solicitor’s Report on Title and associated legal advice, confirms that it considers the remaining risks to be proportionate and manageable in the context of the Council’s intended use of the land, and confirms its instructions to the solicitor to proceed with the transaction on that basis.
- Insurance and Site Management
To consider:
• Insurance arrangements for the land following exchange and/or completion
• Initial site measures, including:
o Permissive access/path arrangements
o Fencing, signage, and safety measures
Funding to be from donations and/or Council reserves.
Proposed Resolution:
That the Council:
(a) authorises the Clerk/RFO to arrange appropriate landowner’s and public liability insurance for the land with effect from the date of exchange of contracts; and
(b) in principle supports the continuation of informal public access along the northern boundary of the land following completion, with detailed permissive path arrangements to be developed and brought back to Council.
- Exclusion of Public and Press (if required)
Proposed Resolution:
That, pursuant to the Public Bodies (Admission to Meetings) Act 1960, the public and press be excluded due to the confidential nature of the business to be transacted, specifically relating to:
• Privileged legal advice; and
• Potentially sensitive financial or personal information.
PART 2 – CONFIDENTIAL (IF REQUIRED)
- Confidential Legal Advice
To consider detailed legal advice from the Council’s solicitor in relation to:
• Contractual terms
• Loan agreement structure
• Risk matters
- Confidential Matters (if any)
To consider any matters which may involve:
• Personal or financial details relating to third parties
• Information not appropriate for public disclosure
- Finance & Administration
Treasurers Account to 31/03/26 £9,639.81
Business Bank Instant Account to 31/03/26 £93,350.36
Total funds available as at 31/03/26 £102,990.17
17.1 To agree the authorisers for next month’s payments.
17.2 To approve payments made below within budgeted amounts.
| Transaction Date | Transaction Description | Debit Amount | Balance |
| 02/03/2026 | MICROSOFT | 10.3 | |
| 12/03/2026 | OALC Membership | 228 | |
| 12/03/2026 | TFM | 429.9 | |
| 16/03/2026 | TESCO MOBILE | 7.98 | |
| 17/03/2026 | Bank Charges | 4.25 | |
| 19/03/2026 | MICHAEL WILSON | 500 | |
| 30/03/2026 | MICROSOFT | 10.3 | |
| 31/03/2026 | Staff Costs & Expenses | 1390.33 | 9639.81 |
| 09 Mar 26 | INTEREST (GROSS Credit) | 35.79 | 93,350.36 |
17.3 To sign off bank reconciliation to end of March 2026.
17.4 To Approve Expenses
17.5 To Approve all Salary Payments
- To hear any updates on any aspect of the recreation ground including play areas and maintenance.
18.1 Recreation Ground Access
To consider matters relating to access to the recreation ground, including:
Access and Key/Code Policy
To note that a detailed draft policy regarding the lending of keys and access codes is in preparation and is expected to be presented to Council at the May or June meeting, and to consider interim arrangements for immediate requirements.
Ad Hoc Access for Uptonogood Volunteers
To consider a proposal to grant ad hoc access to named Uptonogood volunteers (specifically Bob and Mike) for a period of three months, to enable preparations for the event, including access to the land and the garage.
- To agree any contributions to Upton News for April
- Personnel Committee and Staffing Matters
Annual Appraisal: To resolve to set the date and arrangements for the Clerk’s annual appraisal in May, ensuring the process aligns with NALC employment guidelines and the Clerk’s contract of employment.
20.1 Personnel Committee Membership
To resolve to appoint a third Councillor to the Personnel Committee to ensure the committee remains quorate and effectively fulfils its Terms of Reference.
- To confirm the date and venue of the next full council meeting
Next full council meeting will be Wednesday 27th May 2026 at 19.00 in the small meeting room