UPTON PARISH COUNCIL
Draft Minutes of the Meeting Held on Wednesday 29th April 2026
Held in the Small Meeting Room, Upton Village Hall at 7.00pm
Present
Cllr Francoise Yates
Cllr Peter Head
Cllr Chris Seelig
Cllr Matt Talbot
In Attendance
Benjamin Shaw – Clerk/RFO
Members of the public
- Apologies for Absence
Apologies were received from Cllr David Beckles.
Cllr Matt Talbot advised that he would arrive late due to prior commitments.
- Declarations of Interest
No declarations of interest relating to items on the agenda were received at this stage of the meeting.
- Open Forum
3.1 The George at Upton – Advance Notice of Events
A resident raised concerns regarding noise associated with events held at The George public house, particularly during weddings and weekend functions. It was noted that, during the previous year, advance notice of such events had occasionally been shared with residents via village WhatsApp groups, which had been appreciated by nearby households.
The resident asked whether a more formal arrangement could be encouraged whereby advance notice of larger events would routinely be communicated to villagers.
Members acknowledged the concern and considered the request reasonable. It was agreed that an informal discussion would be held with representatives of the public house to encourage the continued use of local communication channels, including village WhatsApp and Facebook groups, to notify residents of significant upcoming events where possible.
The resident was advised to report any future issues should communication cease after initial discussions.
3.2 Wattle Cottage Farm – Planning Refusal and Enforcement Matters
Residents raised questions regarding the recently refused planning application relating to Land at Wattle Cottage Farm and asked what actions, if any, could now be taken regarding enforcement and associated concerns.
Cllr Head explained that the Parish Council acts as a statutory consultee within the planning process but does not possess direct enforcement powers. Enforcement action remains the responsibility of the Local Planning Authority and other relevant agencies depending upon the nature of the issue.
It was noted that:
- The Parish Council had previously submitted formal representations regarding the planning application;
- The matter would be discussed later in the meeting under Agenda Item 5.2;
- Concerns raised by residents would be recorded within the public minutes and could assist in evidencing local concerns to relevant authorities.
Residents raised concerns regarding:
- Highway and child safety;
- Animal welfare;
- Burning of waste and potential environmental impacts;
- Obstruction of public rights of way;
- Imported fill material and land alteration.
Cllr Head advised that different matters fall under different regulatory bodies and legal frameworks, including:
- Planning enforcement;
- Environmental Health;
- Countryside Rights of Way services;
- The Environment Agency.
Members of the public were encouraged to continue reporting specific incidents, particularly where evidential records such as photographs or dates could assist relevant authorities.
Cllr Head further advised that:
- The planning process is necessarily procedural and can be lengthy;
- The Parish Council would continue to advocate on behalf of residents within its legal remit;
- Ongoing concerns regarding national planning policy, local government reorganisation, and protections affecting the North Wessex Downs National Landscape remained matters of wider concern.
Residents acknowledged that the matter was likely to remain a long-term issue requiring continued monitoring and engagement.
No further questions were raised during the Open Forum.
- Planning
The Chair (Cllr Yates) proposed, with the agreement of Members, to bring forward Agenda Item 5.2 to allow members of the public present to hear the discussion. This was agreed Unanimously.
5.2 Decision Notice – Land at Wattle Cottage Farm, Prospect Road, Upton
The Council noted the refusal of planning permission by Vale of White Horse District Council in respect of application P25/V2762/FUL, relating to Land at Wattle Cottage Farm, Prospect Road, Upton.
Members discussed the current position regarding enforcement case VE24/201 and related matters. The Clerk reported that no formal enforcement action was currently shown as having been taken, but that this was not unexpected given the recent refusal decision and the procedural requirements that may apply.
Cllr Head advised that the Parish Council had previously objected to the application and that the reasons for refusal reflected a number of concerns previously raised by the Council, including flood risk, impact on the North Wessex Downs National Landscape, highway safety, biodiversity, countryside impact, and the intentional unauthorised nature of the development.
Members discussed the importance of maintaining a collaborative and constructive relationship with the Local Planning Authority, while continuing to represent the concerns of residents. Cllr Head reported that a draft letter had been circulated to Members prior to the meeting, addressed to the Development Management Team Leader at Vale of White Horse District Council, regarding enforcement and related matters.
Members also discussed whether correspondence should be copied to:
- District Councillors;
- the County Councillor;
- the relevant planning case officer; and
- the North Wessex Downs National Landscape Team.
It was noted that, although the North Wessex Downs National Landscape Team is not an enforcement body, its management plan and comments may be relevant to planning matters affecting the protected landscape.
The Council further noted that residents had raised concerns during the Open Forum regarding safety, animal welfare, burning of waste, environmental impacts, public rights of way, and imported fill material. It was acknowledged that these issues may fall under different statutory regimes and may involve different authorities.
RESOLVED:
That Upton Parish Council write formally to the Development Management Team Leader at Vale of White Horse District Council regarding enforcement case VE24/201 and related matters, and that the Council authorise associated correspondence with other relevant authorities and stakeholders as deemed appropriate.
The letter shall be circulated to Members by email for any final comments or amendments before being sent within five days of circulation.
The correspondence shall be copied, as appropriate, to the North Wessex Downs National Landscape Team, Ward Members, the County Councillor, and the relevant case officer.
Proposed by Cllr Head.
Seconded by Cllr Seelig.
Carried unanimously.
5.1 P26/V0730/FUL – Maslina, Reading Road, Upton, Didcot OX11 9JJ
The Council considered planning application P26/V0730/FUL for the demolition of the existing house and outbuilding and the erection of a replacement self-build dwelling at Maslina, Reading Road, Upton.
Members noted that the site is located on the A417, adjacent to The George and Dragon, and backs onto land previously known as Wattle Cottage Farm. The proposal was described as a replacement residential dwelling rather than a wholly new residential use.
Members discussed the scale of the proposed dwelling, noting that it represented a significant increase in size compared with the existing property. The Council also noted that the site lies within the North Wessex Downs National Landscape, formerly the Area of Outstanding Natural Beauty, and that the Council had previously agreed to have due regard to the relevant management plan in planning matters.
Members considered the following matters:
- the scale and massing of the proposed dwelling;
- whether the design was in keeping with the surrounding area;
- potential impacts on neighbouring amenity;
- landscape impact within the National Landscape;
- lighting and potential light spill, particularly given dark skies considerations;
- the proposed landscaping and replacement of existing conifers;
- drainage and increased hardstanding;
- potential gravel migration onto the A417;
- construction traffic and highway safety;
- the need for an appropriate Construction Traffic Management Plan.
Members noted that the applicant appeared to have engaged with pre-application advice and that the design had been amended from an earlier, larger proposal. Members were generally supportive of the principle of a replacement dwelling but considered that additional safeguards and clarification were required.
The Council discussed submitting a neutral response of no objection, subject to comments and requested conditions.
The Council considered that the Local Planning Authority should satisfy itself in relation to:
- the adequacy of the landscape and visual assessment;
- lighting design and compliance with relevant National Landscape guidance;
- drainage arrangements and the impact of additional hardstanding;
- tree protection and replacement planting;
- the timing of landscaping works to provide screening at an early stage;
- construction traffic management;
- prevention of loose gravel migrating onto the public highway;
- any ecological or biodiversity requirements.
During discussion, a member of the public indicated that they wished to comment. The Chair proposed that the meeting be suspended briefly to allow public participation.
RESOLVED:
That the meeting be suspended to allow a member of the public to speak.
Proposed by Cllr Yates.
Seconded by Cllr Head.
Carried unanimously.
The meeting was suspended.
[20:03] The meeting resumed.
The meeting was reinstated.
Proposed by Cllr Yates.
Seconded by Cllr Talbot.
Carried unanimously.
Members resumed consideration of planning application P26/V0730/FUL, Maslina, Reading Road, Upton.
Members discussed the need for any response to focus on material planning considerations. The following matters were considered relevant to the Council’s consultation response:
- Construction traffic management, particularly given the site’s access from the A417;
- Prevention of gravel migrating from the proposed driveway onto the public highway;
- Surface water drainage, sustainable drainage arrangements and the increase in hardstanding;
- Landscape impact within the North Wessex Downs National Landscape;
- Lighting impact and potential light spill arising from extensive glazing;
- Retention and protection of trees during demolition and construction;
- Replacement planting and screening;
- Biodiversity net gain calculations;
- Protection and replacement of bat roosting opportunities.
Members noted that the submitted bat survey identified existing bat roosting features and that the Council wished the Local Planning Authority to satisfy itself that appropriate mitigation and replacement roosting provision would be secured and checked.
Members also noted that the application deadline appeared to have been extended to 16th May 2026, although the agenda had recorded the deadline as 29th April 2026. It was therefore agreed that Cllr Head would circulate a draft response to Members for comment before submission.
RESOLVED:
That Cllr Head circulate a proposed consultation response to Members regarding planning application P26/V0730/FUL, and, following consideration of Members’ comments, submit the response on behalf of Upton Parish Council.
The Council’s response would be on the basis of no objection, subject to comments and requested conditions addressing the matters discussed.
Proposed by Cllr Head.
Seconded by Cllr Yates.
Carried unanimously.
Members then returned to the remaining agenda items, it having been agreed earlier to bring forward Item 5 to allow members of the public to hear the planning discussion.
A matter was then raised regarding a previous planning response relating to Prospect Road, which it was suggested may not have been submitted. The Clerk undertook to check the position and, if necessary, request that a late submission be accepted.
The Clerk noted concerns regarding workload and available contracted hours. It was suggested that this matter should be considered separately by the Council.
Cllr Talbot proposed that the meeting be suspended.
Seconded by Cllr Yates.
Carried unanimously.
The meeting was suspended.
The meeting resumed following the informal discussion.
Proposed by Cllr Head.
Seconded by Cllr Talbot.
Carried unanimously.
- Clerk’s Report
The Clerk provided a report regarding progress on the proposed land acquisition and associated legal and financial matters.
The Clerk reported that:
- extensive correspondence and updates had been circulated to Members by email;
- the lender had approved the current documentation in principle;
- the Council’s solicitor had confirmed that the transaction was capable of proceeding, subject to execution of the necessary documents and funding arrangements;
- anti-money laundering checks had been completed satisfactorily;
- source of funds verification remained in progress but no concerns had been identified;
- exchange and completion were currently anticipated within approximately four to eight weeks, subject to all parties being ready.
Members discussed:
- execution arrangements for legal documents;
- correspondence address arrangements relating to the loan documentation;
- insurance requirements;
- access arrangements;
- permissive path considerations;
- boundary matters;
- drainage, easements and utility infrastructure;
- indemnity insurance and caution against first registration;
- land management and future use considerations.
Members noted concerns regarding the use of the Clerk’s correspondence address on legal documents and requested that clarification and advice be sought from the Council’s solicitor regarding whether an alternative correspondence address could be used following completion.
The Council further noted:
- that there appeared to be no significant contamination concerns associated with the land;
- that no invasive plant species had been identified during site inspection;
- that public liability insurance would be required from exchange of contracts;
- that future permissive path arrangements would be considered separately following acquisition;
- that the Community Land Working Group would continue to develop recommendations for future management of the site.
The Council noted the information provided and indicated that the identified risks were considered proportionate and manageable in the context of the proposed acquisition.
- Use of Loan, Donations and Council Reserves
The Council considered the proposed allocation of funding sources in line with the DLUHC borrowing approval.
RESOLVED:
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.
Proposed by Cllr Head.
Seconded by Cllr Yates.
Carried unanimously.
- Execution of Legal Documents
The Council considered arrangements for the execution of:
- the Contract for Sale;
- the TP1 Transfer Deed; and
- the Loan Agreement.
It was noted that the documents would require execution as deeds in accordance with the Council’s Standing Orders and relevant legislation.
Members agreed that the documents would not be signed during the meeting and would instead be reviewed and executed separately.
RESOLVED:
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; and
- The Clerk be instructed to liaise with the Council’s solicitor regarding the execution arrangements and related matters.
Proposed by Cllr Head.
Seconded by Cllr Yates.
Carried unanimously.
- Authority to Proceed to Exchange and Completion
The Council considered delegated authority arrangements relating to the proposed land transaction.
Members further discussed:
- indemnity insurance;
- caution against first registration;
- access matters;
- funding transfer arrangements; and
- procedural requirements relating to exchange and completion.
RESOLVED:
That delegated authority be granted to the Clerk, in consultation with the Chair or another Member where necessary, to:
- finalise terms with the Council’s solicitor;
- proceed to exchange of contracts;
- arrange payment of the required deposit; and
- complete the transaction,
subject to:
- legal advice confirming readiness;
- funding arrangements being in place; and
- remaining within the period of DLUHC borrowing approval.
Proposed by Cllr Head.
Seconded by Cllr Talbot.
Carried unanimously.
- Exchange and Completion Timing
The Council noted legal advice regarding the recommended timing between exchange and completion and discussed arrangements relating to:
- loan drawdown;
- transfer of funds;
- exchange timing; and
- completion dates.
The Council agreed that the advice of the Council’s solicitor should be followed regarding the scheduling of exchange and completion.
RESOLVED:
That exchange and completion shall proceed in accordance with the advice of the Council’s solicitor.
Proposed by Cllr Talbot.
Seconded by Cllr Yates.
Carried unanimously.
- Anti-Money Laundering and Member Compliance
The Clerk confirmed that:
- appropriate anti-money laundering and due diligence checks had been undertaken;
- no concerns had been identified;
- the Council’s solicitor had also undertaken the required checks; and
- no Member present was disqualified under Section 106 of the Local Government Finance Act 1992.
The information was noted.
- Risk Assessment and Instructions to Solicitor
The Council considered the remaining risks associated with the transaction, including:
- access arrangements;
- utility and easement matters;
- indemnity insurance;
- permissive path considerations; and
- land registration matters.
Members considered the risks proportionate and manageable.
RESOLVED:
That the Council, having considered the solicitor’s Report on Title and associated advice, considers the remaining risks proportionate and manageable and confirms instructions to the solicitor to proceed with the transaction.
Proposed by Cllr Talbot.
Seconded by Cllr Head.
Carried unanimously.
- Insurance and Site Management
The Council considered:
- insurance arrangements from exchange of contracts;
- permissive access arrangements;
- land management considerations; and
- future working group proposals.
RESOLVED:
That:
(a) the Clerk/RFO be authorised to arrange appropriate landowner’s and public liability insurance from the date of exchange of contracts; and
(b) the Council supports, in principle, the continuation of permissive public access arrangements, with detailed proposals to be brought back to Council at a future meeting.
Proposed by Cllr Seelig.
Seconded by Cllr Talbot.
Carried unanimously.
- Exclusion of Public and Press
The Council determined that exclusion of the public and press was not required.
Items 15 and 16 were therefore not considered.
- Finance and Administration
The Council noted the balances as at 31 March 2026:
- Treasurer’s Account: £9,639.81
- Business Bank Instant Account: £93,350.36
- Total Funds Available: £102,990.17
17.1 Authorisers
It was agreed that Cllr Talbot and Cllr Seelig would act as authorisers for the next month’s payments.
17.2 Approval of Payments
The Council approved the payments listed within the agenda papers.
Proposed by Cllr Talbot.
Seconded by Cllr Seelig.
Carried unanimously.
17.3 Bank Reconciliation
The Council approved the bank reconciliation to the end of March 2026.
Proposed by Cllr Talbot.
Seconded by Cllr Head.
Carried unanimously.
17.4 Expenses
No expenses were submitted for approval. Deferred to the next meeting.
17.5 Salary Payments
The Council approved salary payments in accordance with contractual obligations.
Proposed by Cllr Talbot.
Seconded by Cllr Seelig.
Carried unanimously.
The Clerk advised that the forthcoming audit period and associated finance work would place additional demands on Clerk hours during the coming month.
- Recreation Ground
The Council received an update regarding the recent playground inspection. Members noted that:
- no significant safety concerns had been identified;
- a minor issue with play equipment had already been repaired locally; and
- the overall inspection outcome was satisfactory.
The Council discussed access arrangements for preparations relating to the forthcoming Uptonogood event.
Members considered whether temporary access should be granted to named volunteers for access to the recreation ground and garage facilities, subject to appropriate safeguards.
Following discussion:
RESOLVED:
That temporary ad hoc access be granted to named Uptonogood volunteers for a limited period, subject to:
- submission of an appropriate risk assessment;
- compliance with Council requirements regarding vehicle access and safety; and
- return of keys/access arrangements following the event period.
Proposed by Cllr Head.
Seconded by Cllr Yates.
Two votes in favour, with one abstention from Cllr Seelig.
Motion carried.
- Upton News
Members agreed that contributions to Upton News would include:
- an update regarding the Wattle Cottage Farm planning and enforcement matter;
- a brief update regarding progress on the community land acquisition; and
- continued encouragement for residents to consider joining the Parish Council.
- Personnel Committee and Staffing Matters
The Council discussed arrangements for the Clerk’s annual appraisal and noted that advice would be sought from OALC regarding process and timing.
20.1 Personnel Committee Membership
RESOLVED:
That:
- Cllr Yates step down from the Personnel Committee; and
- Cllr Seelig and Cllr Head join the Personnel Committee alongside the existing membership.
Proposed by Cllr Talbot.
Seconded by Cllr Head.
Carried unanimously.
- Date of Next Meeting
The next full meeting of Upton Parish Council will be held on Wednesday 27th May 2026 at 7.00pm in the small meeting room at Upton Village Hall.
The meeting closed.