UPTON PARISH COUNCIL
Minutes of the Parish Council Meeting
Held at the Small Meeting Room, Upton Village Hall
On Wednesday 25 March 2026 at 19:00
Present:
Cllr Peter Head
Cllr Chris Seelig
Cllr Francoise Yates
UVHAT Representatives
Brendan Heneghan
Adrew Dyson
In Attendance:
Benjamin Shaw – Clerk & Responsible Financial Officer
Members of the Public:
Mrs Emma Watts-Lay
Before proceeding to the business of the meeting, the Chair noted several numbering errors in the issued agenda.
Resolved: that the following corrections be made to the record to ensure legal clarity: ‘Village Hall Matters’ shall be treated as Item 4, and ‘Minutes of the Last Meeting’ as Item 4A. Since item 9 is missing we will skip to item 10. Further, we have two “item 10.2 so ‘Website Publication’ shall be recorded as Item 10.2 and ‘Domain Registration’ as Item 10.3.
- Apologies for Absence
Apologies for absence were received from:
Cllr David Beckles
Cllr Matthew Talbot
The reasons for absence were considered.
Resolved: That the apologies for absence be accepted and the reasons approved.
- Declarations of Interest
None declared
- Public Participation
The Chair invited members of the public to address the Council.
Wattle Farm Planning Objection
Mrs Watts-Lay expressed appreciation on behalf of residents for the Parish Council’s work in preparing the objection to the Wattle Farm planning application. It was noted that residents recognised the significant time commitment involved, including work undertaken during evenings and weekends.
The Council acknowledged the comments.
Chapel Furlong Land Purchase – Progress Update
Emma requested an update regarding progress with the Chapel Furlong land purchase, particularly in relation to the solicitor’s position.
A response was provided on behalf of the Council, noting that:
- Progress has been delayed due to the involvement of three separate beneficiaries, each acting independently.
- One beneficiary has appointed an additional intermediary, increasing complexity.
- One of the two trustees acting for the estate has passed away, requiring the appointment of a new trustee before legal progress can continue.
- Communication has therefore been limited and progress slow despite continued efforts to pursue the matter.
Request for Public Communication
It was requested that a short, written summary of the Chapel Furlong situation be provided to enable clear communication with residents.
Action: Clerk to prepare and circulate a written update for Upton News.
Village Hall Drainage / Soakaway (Agenda Item 4.2)
Mr Dyson raised an issue regarding drainage and works potentially affecting Parish Council land.
The Chair confirmed that this matter would be addressed under Agenda Item 4.2 (Soakaway Proposal) to ensure proper consideration and governance.
- Village Hall Matters
4.1 Overflow Car Park
The Council considered the proposed development of an overflow car park as a continuation of a previously discussed (legacy) project.
Members discussed:
- The ongoing but intermittent need for additional parking during large events at the Village Hall
- The lack of recent operational issues due to the overflow car park not being in use
- The importance of understanding feasibility, cost, and design options before committing to any works
- Potential funding opportunities available to the Upton Village Hall Amenities Trust (UVHAT), noting their charitable status
- The need to explore different construction options and scales of provision
It was agreed that further detailed information is required before any decision can be made.
Resolved:
That Cllr Chris Seelig will:
- Work in collaboration with relevant parties (including UVHAT where appropriate)
- Investigate feasible options for an overflow car park, including:
- Site options and layout
- Indicative costs and quotations
- Planning and legal considerations
- Potential funding opportunities
- Present a report with a range of options (including the option to take no further action) to the Council at the May 2026 meeting
Proposed: Cllr Chris Seelig
Seconded: Cllr Peter Head
Resolved: Unanimous
4.2 Soakaway Proposal (Village Hall Drainage)
The Council considered a proposal relating to drainage improvements at the Village Hall, including the installation of downpipes and a soakaway system, potentially affecting Parish Council-owned land.
Members discussed:
- The requirement to formally establish land ownership and obtain permission for any works on Parish Council land
- The need for a formal written request from UVHAT
- Legal and liability considerations, including:
- Public safety during works
- Insurance and indemnity arrangements
- Responsibility for future maintenance and repairs
- The need for technical details, including:
- Site plans showing the proposed location of works
- Method statements
- Confirmation of compliance with relevant regulations
- The importance of ensuring appropriate safeguards are in place to protect Parish Council assets and limit future liabilities
It was agreed that the Council is supportive in principle but cannot make a formal decision without further information.
Resolved:
That the decision be deferred pending receipt of:
- A formal written request
- Detailed plans and specifications
- Confirmation of legal, insurance, and maintenance arrangements
The Council noted that it is minded to approve, subject to satisfactory information being provided.
Proposed: Cllr Peter Head
Seconded: Cllr Francoise Yates
Resolved: Unanimously
The chair addressed the ongoing management of the recreation ground asset specifically the bollard keys and the shed code. After discussion it was agreed that the Clerk and Cllr Seelig are asked to compile a register of current key holders and draft an Access and Equipment Policy to ensure a clean audit trail for Council assets,
This policy shall define the protocols for the management of keys, the authorised use of Council equipment, and a schedule for asset inspections, with a draft to be presented for approval at the April meeting.
4A Minutes
Resolved:
The minutes of the meeting held on 25 February 2026 be deferred for approval
- Item 9.1 be amended to reflect the wording previously circulated by Cllr Peter Head
- The amended minutes be presented for formal approval at the next meeting
Action: Clerk to revise and re-circulate minutes
5 Planning Matters
5.1 Planning Applications for Consideration
The Council considered the following planning applications:
- a) Application Ref: P26/V0126/HH – Amendment No.1
Location: Eventurer, Prospect Road, Upton
Members reviewed the amended plans and noted that:
- The proposed changes were relatively minor in nature
- There were no significant concerns regarding parking, scale, or impact on neighbouring properties
- Any impact on light was considered minimal and not materially harmful
Resolved:
That the Parish Council submits a response of No Objection.
Proposed: Cllr Yates
Seconded: Cllr Peter Head
Resolved: Unanimous
Action: Clerk to submit response to the Local Planning Authority
- b) Application Ref: P26/V0555/AG
Location: Land at Dene Hollow, Chilton
Members considered the proposal for an agricultural barn and discussed:
- The stated agricultural use of the building, though some uncertainty remained regarding its scale and potential use
- Potential highways and traffic implications, particularly in relation to surrounding rural routes
- The site’s proximity to sensitive landscape areas, including considerations relating to the North Wessex Downs
- Concerns regarding lighting and visual impact, including the need to preserve dark skies
- The importance of appropriate materials, colour scheme, and lighting controls (e.g. cowling, timers)
Members also noted the benefit of informing the neighbouring parish (Chilton Parish Council) due to potential cross-boundary impacts.
Resolved:
That the Parish Council submits an Objection, including concerns relating to:
- Visual and landscape impact
- Lighting and dark skies considerations
- Potential traffic implications
And that the response be shared with Chilton Parish Council for awareness.
Proposed: Cllr Yates
Seconded: Cllr Seelig
Resolved: Unanimous
Action:
- Clerk to submit objection via the planning portal
- Clerk to copy response to Chilton Parish Council
5.2 Planning Amendments
Application Ref: P25/V2762/FUL – Amendment No.1
Location: Land at Wattle Cottage Farm, Prospect Road, Upton
Members reviewed the submitted amendments and noted that:
- The changes did not materially alter the application
- Previous concerns raised by the Parish Council had not been substantively addressed
- No new material considerations were identified that would warrant an amended response
Resolved:
That the Parish Council reaffirms its previous objection, with no additional comments submitted at this stage.
6.3 Planning Decisions Noted
The following planning decisions from the Local Planning Authority were noted:
- Application Ref: P26/V0082/HH
Proposal: Domestic works (Conifers, Stream Road)
Decision: Approved - Application Ref: P25/V2722/S73
Proposal: Variation of condition
Decision: Approved
Resolved:
That the above planning decisions be noted.
- Reports
6.1 County Councillor Report
The Council noted that the County Councillor had submitted apologies for absence and was not in attendance.
6.2 District Councillor Report
The Council noted that the District Councillor was not in attendance and no report had been received.
- Governance
7.1 Standing Orders
The Clerk advised that the Standing Orders circulated to Members were the latest NALC model version, updated for current governance requirements. The Clerk further advised that adoption before the end of the financial year was recommended in order to support audit compliance and avoid the Council remaining out of date.
Members expressed concern that the documents had only recently been circulated and that there had been insufficient time for detailed review. It was noted, however, that:
- the version presented was the current standard model,
- it did not prevent further review or amendment by the Council,
- and any locally required amendments could be considered at a future meeting.
Members agreed that, on the basis of the Clerk’s advice and to maintain compliance, the Standing Orders should be adopted now and reviewed again in the new financial year.
Resolved:
That the Council adopts the Standing Orders as circulated, being the current NALC model version, on the basis of the Clerk’s advice regarding compliance and audit requirements, with a further review to take place during the 2026/27 municipal year.
Proposed: Cllr Peter Head
Seconded: Cllr Yates
Resolved: Unanimously
7.2 Financial Regulations
The Clerk advised that the Financial Regulations circulated were also based on the current NALC recommended template, updated to reflect current governance expectations.
Members again noted concern regarding the limited time available for review, but accepted the Clerk’s advice that adoption of the updated model was the most appropriate course to maintain compliance, with the opportunity to revisit the document in fuller detail at a later meeting.
Resolved:
That the Council adopts the Financial Regulations as circulated, being the current NALC model version, on the basis of the Clerk’s advice, with a further review to take place during the 2026/27 financial year.
Proposed: Cllr Peter Head
Seconded: Cllr Seelig
Resolved: Unanimously
7.3 Asset Register
The Council considered the Asset Register.
The Clerk advised that:
- the only additions during the current financial year were the laptop and printer,
- no assets had been disposed of during the year,
- and, on advice sought from OALC, the least risky course was to adopt the current register for year-end purposes and undertake a fuller review during 2026/27 using an improved template.
Members raised concerns regarding the historic quality and detail of the register, including ambiguity in some asset descriptions and the desirability of a fuller asset verification exercise. It was agreed that a more detailed review would be required in the new financial year, including clearer descriptions and supporting photographic records where appropriate.
Resolved:
That the Council approves the current Asset Register for the 2025/26 year-end position, noting that:
- the only additions in-year were the laptop and printer,
- no disposals had taken place,
- and a full review of the Asset Register will be undertaken in 2026/27 in accordance with OALC advice and improved governance practice.
Proposed: Cllr Peter Head
Seconded: Cllr Chris Seelig
Resolved: Unanimously
Action: Full review of Asset Register to be scheduled for May 2026 / 2026–27 governance review.
7.4 Risk Management
The Council considered the Risk Assessment and Risk Management arrangements.
The Clerk advised that the document presented was the current standard format and recommended that it be adopted now in order to ensure governance compliance, with Members retaining the ability to review and amend the document in the new financial year.
Members accepted that the same rationale applied as for Standing Orders and Financial Regulations, namely that adoption of the current document was preferable to remaining non-compliant at year end.
Resolved:
That the Council approves the Risk Assessment and confirms that appropriate risk management arrangements are in place, subject to further review in 2026/27.
Proposed : Cllr Francoise Yates
Seconded: Cllr Peter Head
Resolved: Unanimously
7.5 Insurance
The Council reviewed the Council’s insurance arrangements.
The Clerk advised that there are only a limited number of specialist insurers for parish councils and that Gallagher is one of the recognised providers. Members noted, however, that they would prefer to consider comparative quotations before confirming longer-term arrangements.
Resolved:
That the Clerk be requested to obtain three insurance quotations, where available from suitable providers, and bring these back to a future meeting for consideration.
Proposed: Cllr Francoise Yates
Seconded: Cllr Cllr Peter Head
Resolved: Unanimously
Action: Clerk to obtain comparative insurance quotations.
7.6 Internal Auditor
The Council considered the appointment of an Internal Auditor for 2026/27 following Abbott Denton notifying the clerk that they will no longer be doing internal audits for councils.
The Clerk advised that LCC had previously been approached alongside three other providers, and that LCC was the only provider to respond. Members agreed that, in the circumstances, appointment of LCC was appropriate for the forthcoming year, while also confirming that fresh quotations should be sought again for the following audit cycle.
Resolved:
That LCC be appointed as Internal Auditor for the 2025/26 financial year, and that alternative quotations be sought again in advance of the subsequent year.
Proposed: Cllr Peter Head
Seconded: Cllr Seelig
Resolved: Unanimously
7.7 Internal Controls
The Council considered the effectiveness of its internal control arrangements.
The Clerk explained that an internal controls checklist should be in place and reviewed regularly as part of good governance practice, but that whilst the council had been in compliance the checks had not historically been carried out in the manner now expected. The document circulated was described as the standard approved template to be used going forward.
Members discussed the distinction between adopting the policy/process for internal controls, It was agreed that the Council was adopting the internal controls framework for use going forward, and not asserting that historic checks had been carried out where they had not.
Resolved:
That the Council adopts the internal controls framework as circulated for use in 2026/27 and confirms its intention that the required checks be carried out in accordance with that process going forward.
Proposed: Cllr Chris Seelig
Seconded: Cllr Francoise Yates
Resolved: Unanimously
The Chair raised a procedural point relating to agenda preparation. Following the clerk’s advice it was decided to put this on next month’s agenda.
- Council Assets and Village Matters
8.1 Village Survey
The Council considered the draft Village Survey prepared by the Parish Council Working Group.
It was reported that further review was still taking place, including consideration of specific questions and checks relating to data protection and presentation. It was noted that a further meeting was arranged with Debbie on 30 March 2026 to finalise outstanding points.
Members agreed that the survey should be approved in principle, subject to final review and confirmation before publication, to ensure that:
- the final wording is clear and suitable,
- GDPR considerations are addressed,
- and Members have sight of the final version before printing and distribution.
Resolved:
That the Village Survey be approved in principle, subject to:
- final review following the meeting on 30 March 2026,
- circulation of the final draft to Members by email,
- a short period for Member comment,
- and final confirmation prior to printing and distribution.
Action: Final draft survey to be circulated to Members following the review meeting.
8.2 Council Land and Grounds Maintenance
The Council reviewed the current grounds maintenance arrangements following the appointment of Scofell.
It was reported that:
- a further site meeting with Scofell had been arranged for 31 March 2026 at 09:00
- a written service specification / schedule of works was still required,
- and Members wished to ensure that responsibilities for all relevant areas were clearly defined.
Members discussed several areas where responsibility for maintenance remained unclear, including paths and verges where it was uncertain whether maintenance fell to:
- the Parish Council,
- Oxfordshire County Council,
- adjoining landowners,
- Thames Water,
- or another responsible body.
Particular concern was raised that the Parish Council should not assume responsibility, or incur cost, for land or routes that are not within its ownership or remit. It was agreed that further clarification should be sought regarding public rights of way, adopted highways, and riparian responsibilities where relevant.
It was noted that:
- the current maintenance contract relates only to the areas presently identified,
- some additional paths and areas complained about by residents are not included in the current specification,
- and a written schedule is required so that Members and residents can clearly understand what work is and is not covered.
Members also noted the seasonal restrictions relating to hedge cutting and wildlife considerations.
Resolved:
That:
- the update regarding the site meeting with Scofell on 31 March 2026 be noted,
- the Clerk obtain and present a written specification / service level document setting out the areas and works covered under the current grounds maintenance arrangements,
- and further enquiries be made to clarify maintenance responsibility for disputed or uncertain areas.
8.3 Machinery Maintenance
The Council received an update regarding maintenance undertaken on Parish Council-owned machinery.
It was reported that:
- maintenance had been arranged with Kalehurst Garden Machinery,
- however, an invoice had not yet been received,
- and a response remained outstanding regarding the position of the strimmer / related equipment discussed.
Resolved:
That the update on machinery maintenance be noted.
10 Website and Transparency
10.1 Transparency Code Compliance
The Clerk provided an update on ongoing work to improve the Council’s compliance with statutory transparency and publication requirements.
It was reported that:
- Work is underway to ensure all relevant governance, financial, and statutory documents are correctly published and accessible
- Contact has been made with relevant parties at District and County, with escalation planned if responses are not received within a reasonable timeframe
- Further guidance is being sought, including from OALC, regarding compliance requirements and best practice
- Additional work is required to ensure the Council’s website meets Section 10 transparency expectations and broader statutory obligations
Members discussed the current website arrangements and noted:
- The existing system has been maintained on an informal basis
- A more structured and sustainable solution (e.g. a dedicated content management system) may be required in the longer term
It was also noted that:
- Some domain registrations require urgent attention to prevent loss of access
- A review of existing domains is required, including identifying those still in use and those that can be retired for email.
- Email and domain management arrangements will need to be formalised to ensure clarity, security, and compliance
Resolved:
That:
- the update be noted,
- ongoing work to improve transparency compliance continue,
- and further updates be brought back to Council as progress is made
Action:
- Clerk to continue engagement with relevant bodies and providers
- Clerk to address urgent domain registration issues
- Cllr’s to report back with options for improved website management
10.2 Website Publication Issue
The Council considered the issue of Parish Council minutes intermittently disappearing from the website.
It was reported that:
- The issue had been investigated informally, including testing uploads
- At the time of the meeting, documents appeared to be visible on the website
- However, inconsistencies had previously been observed, with documents appearing and later becoming inaccessible
Members noted that:
- This presents a potential risk to transparency and public confidence
- The root cause of the issue has not yet been fully identified
- The issue may relate to the current website platform and its configuration
It was further noted that:
- The current issue may be resolved through longer-term improvements to the website system
- A more robust and managed content system may be required
Discussion also took place regarding email domains and legacy systems associated with the website. Given the complexity and potential implications, Members agreed that further consideration was required before any decisions are made.
Resolved:
That:
- the issue be noted,
- monitoring of the website continue,
- and the matter be deferred pending further investigation and consideration of longer-term solutions
The payment of domain renewal fees with Krystal was discussed. The clerk was directed to pay the invoices.
11 Finance and Administration
11.1 Bank Balances
The Council noted the Parish Council’s financial position as at 28 February 2026:
- Community Account: £12,220.87
- Commercial Instant Access Account: £93,314.57
- Total Funds Available: £105,535.44
Resolved:
That the bank balances be noted.
11.2 Authorisation of Payments
The Council considered the appointment of Members to authorise payments for the forthcoming month.
It was agreed that:
- Cllr Talbot, Cllr Seelig, and Cllr Beckles will act as payment authorisers
Resolved:
That Cllr Talbot, Cllr Seelig, and Cllr Beckles be appointed as payment authorisers for the forthcoming month.
- 3 Payments for Approval
The Council considered the schedule of payments.
Members reviewed the listed transactions and noted that these were standard and within expected expenditure.
Resolved:
That the payments as listed be approved and authorised for payment.
Proposed: Cllr Head
Seconded: Cllr Seelig
Resolved: Unanimous
11.3.1 Expense Claims
The Council considered expense claims submitted.
It was noted that relevant claims had been circulated and allocated appropriately.
Resolved:
That submitted expense claims be approved for reimbursement.
11.3.2 Authorisation of Employee Salary Payment
The Council considered the payment of employee salary.
It was confirmed that:
- The salary had previously been approved by Council
- Payment arrangements are in place and within the approved budget
- Administration of payment would be undertaken by Cllr Talbot & Cllr Seelig
Resolved:
That the employee salary payment & be approved, with authority delegated to the RFO to process the PAYE in accordance with prior Council approval.
Resolved: Unanimous
Resolved: That the Clerk’s salary payments be approved to commence effective from 19 March 2026.
11.4 Receipts
The Council noted the following receipt:
- 09/02/2026 – Interest: £22.32
Resolved:
That the receipt be noted.
11.5 Bank Reconciliation
The Council considered the bank reconciliation as at 28 February 2026.
It was noted that:
- The reconciliation had been prepared and circulated
- The accounts balance correctly
Resolved:
That the bank reconciliation be noted and approved
11.6 Bank Signatories
The Council reviewed the current bank signatory arrangements.
It was noted that:
- There are currently sufficient authorised signatories in place
- The arrangement remains compliant with Financial Regulations
- Existing signatories will remain in place unless changes are requested
Resolved:
That the current bank signatory arrangements be confirmed as appropriate and compliant.
- Upton News
The Council considered contributions for the next edition of Upton News.
It was agreed that:
- A short update will be prepared on behalf of the Parish Council, including:
- A summary of recent Council activity
- Reference to countryside matters and the Council’s position on the Ridgeway proposal
- Acknowledgement of community engagement and feedback received
- An update will be provided regarding the Chapel Furlong land matter, including the current delay due to legal and administrative issues
- A request will be included seeking a new Transport Representative, particularly encouraging interest from residents who actively use local transport services
Members also discussed including material relating to the Annual Parish Meeting (APM). It was agreed that:
- Previous wording from the prior year will be reviewed and reused where appropriate
- Additional contributions may be submitted separately to the editor
Resolved:
That Members prepare and submit agreed contributions to the editor of Upton News.
- Date of Next Meeting
The next meeting of Upton Parish Council was confirmed as:
- Date: Wednesday 29 April 2026
- Time: 19:00
- Location: Small Meeting Room, Upton Village Hall
Meeting Closed