UPTON PARISH COUNCIL
Draft Minutes of the Meeting held on Wednesday 24 June 2026 at 7.00pm
Upton Village Hall, Upton, Oxfordshire
Present: Cllr Françoise Yates, Cllr Peter Head, Cllr Matthew Talbot, Cllr David Beckles, Cllr Chris Seelig.
Also present: Benjamin Shaw, Clerk & RFO, and members of the public.
- Apologies for Absence
There were no apologies received.
- Declarations of Interest
No declarations of interest were made.
- Approval of Minutes
The minutes of the deferred May Annual Meeting of Upton Parish Council held on 3 June 2026 had been circulated to all councillors.
It was noted that any councillor who had not read the minutes or been in attendance at the meeting should abstain from voting.
RESOLVED: To approve the minutes of the meeting held on 3 June 2026.
Proposed: Cllr Peter Head
Seconded: Cllr Matthew Talbot
Vote: 3 in favour, 0 against, 2 abstentions.
The motion was carried. The Deputy Chair was asked to sign and initial the approved minutes as the Chair had not been present at the meeting.
- Open Forum
The Chair opened the public forum. The Clerk reminded those present that the public forum was limited to 15 minutes.
Members of the public addressed the Council regarding the proposed storage container. Representations included both concern about the proposed siting and support for the Council’s previous decision.
Points raised included:
- whether alternative locations or storage arrangements had been properly considered;
- whether previous Council discussions had rejected or supported the provision of a storage container;
- concern about the visual and environmental impact of the proposed location;
- suggestions that planting could assist with screening and provide wildlife benefit;
- support for the need for additional storage to protect Council and community assets;
- the poor current storage conditions for marquees and other equipment;
- the need for a flat, accessible site for delivery and future use;
- delivery constraints, including the proximity of an electricity transformer near the tractor shed;
- the potential future need for additional storage connected with Chapel Furlong land;
- concern that the matter had been debated on social media following Council decisions.
It was stated by one speaker that the Council and community should engage with the formal Parish Council process through agendas, meetings and minutes rather than through social media after a decision had been made.
The Chair thanked members of the public for their contributions.
- Finance and Administration
5.1 Bank Balances as at 31 May 2026
The Clerk & RFO presented the bank balances as at 31 May 2026:
- Treasurer’s Account: £25,477.26
- Business Bank Instant Account: £93,430.94
- Total Funds: £118,908.20
The Treasurer advised Members that since the end of May:
- £9,000 had been transferred to reserves in accordance with previous Council decisions;
- £4,900 had also been transferred to the Business Bank Instant Account;
- current operational balances had reduced following payment of invoices and stood at just over £10,000;
- the Council’s VAT reclaim remained outstanding despite HMRC acknowledging receipt of the documentation;
- funds relating to the private lender for the Chapel Furlong acquisition had now been received;
- although legal costs exceeded the level of donations received, sufficient reserves remained available to meet these costs.
Members noted the financial position.
5.2 Payments for May 2026
Members considered the schedule of payments circulated with the agenda.
A question was raised regarding the final payment to TFM.
The Clerk confirmed that:
- the payment represented the final outstanding invoice;
- payment had been withheld until all Council keys had been returned;
- all keys had now been recovered and the contract was concluded;
- any remaining TFM identification stickers on Council bins would be removed.
RESOLVED: That the payments for May 2026 be approved.
Proposed: Cllr Matthew Talbot
Seconded: Cllr Peter Head
Vote: Unanimous.
5.3 Authorisers for Next Month’s Payments
Members considered authorisers for July payments.
RESOLVED: That Cllr Matthew Talbot, Cllr David Beckles and Cllr Chris Seelig be appointed as payment authorisers.
Proposed: Cllr Matthew Talbot
Seconded: Cllr Françoise Yates
Vote: Unanimous.
5.4 Bank Reconciliation to 31 May 2026
Members reviewed the May 2026 bank reconciliation previously circulated.
RESOLVED: That the bank reconciliation to 31 May 2026 be approved and signed.
5.5 First Quarterly Internal Financial Control Review Checklist
The Clerk reminded Members that the quarterly checklist had been introduced following the recommendations of the Internal Auditor to formally evidence financial controls already being undertaken by the Council.
Printed copies were provided for signature.
RESOLVED: That the First Quarterly Internal Financial Control Review Checklist be approved and signed.
Proposed: Cllr Matthew Talbot
Seconded: Cllr Françoise Yates
Vote: Unanimous.
- Village Matters
6.1 Recreation Ground
- Uptonogood Event Risk Assessments
The Clerk confirmed that both the pre-event and post-event risk assessments had been received.
Members noted that:
- the event had been delivered successfully;
- the Recreation Ground had been left secure;
- no further follow-up actions were required;
- the post-event inspection satisfied the Council’s insurance requirements.
RESOLVED: To note the successful completion of the event, receive both risk assessments and record that no further action was required.
Proposed: Cllr Peter Head
Seconded: Cllr Françoise Yates
Vote: Unanimous.
- RoSPA Play Area Inspection
The Clerk advised Members that the RoSPA inspection referred to on the agenda had been postponed by the contractor until July 2026.
RESOLVED: To defer consideration of the inspection report until the July meeting.
- Action Plan Arising from RoSPA Inspection
Deferred pending receipt of the July inspection report.
- Weekly Playground Inspections
The Chair Cllr Yates confirmed that weekly inspections continued to be undertaken.
Members noted that the Clerk had not yet received copies for electronic filing and requested that future reports be forwarded for record keeping upon completion.
6.2 Storage Container
During discussion Members noted that:
- previous discussions during 2025 had explored alternative storage solutions;
- no agreed alternative had subsequently been brought forward;
- at the meeting held on 3 June 2026 the Council had resolved to purchase and site a 20-foot shipping container within the copse;
- the current meeting provided an opportunity to formally review each of the considerations listed within the agenda before confirming the Council’s existing decision.
- there remained a demonstrated need for additional storage to protect Council assets and support community organisations;
- the existing tractor shed was operating at capacity and was not considered suitable for long-term secure storage;
- a number of alternative locations had previously been investigated but discounted because of practical, environmental, access and utility constraints;
- the proposed location remained the most appropriate available site, being naturally screened, relatively unobtrusive and allowing continued access to the newly acquired Chapel Furlong land;
- externally funded groundworks had been offered;
- the container had already been purchased on behalf of the Council, with reimbursement to follow;
- Members wished to ensure that each consideration listed within the agenda was formally recorded to support the Council’s decision-making process.
The Clerk advised Members that planning permission requirements should be reviewed before installation to ensure compliance with any applicable planning legislation.
Members further noted that:
- previous financial assessments had concluded that constructing a replacement garage would cost in excess of £40,000, whereas a shipping container represented a significantly more cost-effective solution with comparatively low ongoing maintenance costs;
- no viable alternative storage solution had been identified that would adequately accommodate Council marquees, event equipment and assets while also supporting wider community organisations;
- existing storage facilities remained insufficient to meet the operational needs of both the Council and community groups;
- the proposed container would provide flexible storage supporting Council functions, the Village Hall, community organisations and community events, rather than serving solely as storage for Council-owned marquees;
- alternative suggestions previously considered had been examined but had either proved impractical, financially unrealistic or operationally unsuitable.
Cllr Head advised that, in their opinion, the Council had already gathered sufficient information to justify its previous decision and that the current resolution approving the siting of the 20-foot shipping container within the copse remained the operative decision of the Council. That that no further evidence had been presented demonstrating a more suitable alternative location.
Cllr Head provided Members with advice regarding the planning position. He explained that, following changes to permitted development legislation affecting local authorities, there appeared to be a lawful basis for the Council to install the container under Part 12, Class A of the Town and Country Planning (General Permitted Development) (England) Order, provided it was used for the exercise of the Council’s statutory functions and remained within the prescribed size limitations.
Cllr Head advised that:
- the proposed container fell within the relevant dimensional limits;
- the intended use was ancillary to the Council’s statutory functions, including recreation ground management, storage of Council equipment and support of community events;
- whilst planning permission might not be required, the Council could seek a Lawful Development Certificate to obtain formal written confirmation from the Local Planning Authority that the proposal constituted lawful permitted development.
Members discussed the advantages and disadvantages of obtaining a Lawful Development Certificate.
It was noted that:
- obtaining a Lawful Development Certificate would not create planning permission but would provide formal confirmation of the Council’s interpretation of the legislation;
- such confirmation could reduce the likelihood of future procedural or planning challenges;
- alternatively, the Council could rely upon its interpretation of the permitted development provisions without obtaining a Lawful Development Certificate if Members were satisfied that the proposal was lawful;
- informal enquiries had previously been made with the Local Planning Authority, which had not indicated that planning permission would necessarily be required, although no formal planning determination had been issued.
Members discussed whether obtaining a Lawful Development Certificate represented a proportionate approach given:
- the relatively modest application cost;
- the estimated six to eight week determination period;
- the desire to minimise future legal or procedural challenge;
- the need to install the container within an appropriate timescale to enable the required groundworks and operational use.
The Clerk, acting as Responsible Financial Officer, advised Members to consider the financial risk associated with any future challenge requiring removal or relocation of the container, balanced against the cost of obtaining formal confirmation through a Lawful Development Certificate application.
Members acknowledged that delaying delivery could require volunteers to undertake additional handling of stored equipment and could delay the transfer of equipment from existing storage facilities. It was also noted that the container had already been purchased and that prolonged storage by the supplier could potentially incur additional charges, although the position remained uncertain.
Members discussed the relative risks of delaying delivery compared with proceeding under the Council’s understanding of the permitted development provisions.
During discussion, Members expressed the view that obtaining a Lawful Development Certificate would provide additional assurance that the Council’s actions complied with planning legislation and would reduce the likelihood of future challenge, while recognising that the Council’s legal position remained that the proposal appeared capable of being carried out under permitted development rights.
Following clarification of the wording of the proposal, it was agreed that the Clerk would:
- make further contact with the Local Planning Authority where appropriate;
- prepare and submit the Lawful Development Certificate application on behalf of the Council;
- keep Members informed regarding any supplier storage charges or other financial implications before arranging delivery of the container.
RESOLVED: That the Council:
- authorises the submission of an application for a Lawful Development Certificate in respect of the proposed storage container;
- delegates authority to the Clerk to undertake preparatory discussions with the Local Planning Authority and complete the necessary application;
- defers delivery of the container for as long as reasonably practicable whilst avoiding unnecessary supplier charges;
- reviews delivery arrangements should significant storage costs arise before determination of the application.
Proposed: Cllr Françoise Yates
Seconded: Cllr Peter Head
Vote: Unanimous.
6.3 Information Technology and Website
Cllr Head provided an update regarding ongoing work to improve the Council’s information technology systems and website in response to recommendations made during the Internal Audit, particularly those relating to Assertion 10 and wider governance requirements.
Cllr Head advised Members that discussions had been held with several potential website and hosting providers. One potential supplier had been discounted because its back-office systems duplicated software already in use by the Council, creating unnecessary complexity.
Cllr Head explained that additional work was required to assess:
- alternative website hosting providers;
- document management arrangements;
- email hosting options;
- migration requirements;
- implementation costs;
- longer-term support and governance implications.
Members were advised that a comprehensive options appraisal would be prepared setting out available suppliers, advantages and disadvantages, estimated implementation costs, migration requirements, ongoing support arrangements, and compliance with statutory transparency and accessibility obligations.
Cllr Head advised that, owing to planned medical treatment during August together with the Council’s summer meeting schedule, the options appraisal was likely to be presented to the Council at the September meeting.
Cllr Head further advised that quotations and any specialist advice required would be obtained before any expenditure was recommended.
RESOLVED: That:
- Cllr Peter Head be delegated to continue the review of the Council’s IT and website arrangements in consultation with the Clerk;
- Cllr Head prepare a full options appraisal for consideration at a future Council meeting;
- any quotations or professional advice required be obtained before recommendations involving expenditure are brought before Council.
Proposed: Cllr Peter Head
Seconded: Cllr Françoise Yates
Vote: Unanimous.
6.4 Chapel Furlong Land Acquisition – Legal, Insurance and Planning Matters
The Clerk reported that funds from the private lender had now been transferred and were expected to clear into the Council’s account within the next few days.
Members were advised that:
- arrangements had been made to preserve the anonymity of the lender by routing the funds through the Clerk before onward transfer in accordance with the Council’s previously agreed legal arrangements;
- the Council’s solicitor had advised that completion of the purchase could potentially take place within the coming days, although completion by the end of the month remained the more realistic expectation;
- arrangements would need to be made for the authorised signatories to transfer the funds between the Council’s accounts in readiness for completion;
- sufficient authorised signatories were available to complete the necessary banking arrangements when required.
The Clerk confirmed that arrangements had been made for the transfer of the purchase monies once the lender’s funds had cleared into the Council’s account. Members noted that sufficient funds would be transferred into the Council’s current account to enable completion whilst maintaining adequate working balances to meet ongoing liabilities.
Members noted that:
- approximately £90,000 from the private lender was expected to clear shortly;
- the remaining purchase monies would be transferred from existing Council reserves;
- the Council’s solicitor was awaiting confirmation that cleared funds were available before arranging completion;
- the Council’s authorised banking procedures would be followed.
The Clerk further advised that the Council’s insurance arrangements had now been prepared so that cover could commence immediately upon completion of the purchase.
Members also noted that:
- Gallagher Insurance had confirmed that suitable public liability arrangements could be put in place once ownership transferred;
- permanent signage would be required on the land in accordance with the insurer’s recommendations;
- additional signage identifying the permissive path would also be considered as part of the wider management of the site.
The Clerk advised that work would continue with volunteers and Members of the public to identify suitable locations for signage following completion.
Members noted that the purchase was now largely dependent upon completion of the legal process between the respective solicitors and the transfer of funds.
6.4(b) Receipt and Consideration of Legal Advice
Cllr Head introduced three recommendations arising from updated legal advice received from the Council’s solicitor in relation to the Chapel Furlong acquisition.
Resolution 1 – Access Indemnity Insurance
Members considered the solicitor’s recommendation that an Access Indemnity Insurance Policy should be put in place on exchange of contracts to protect the Council’s legal position regarding access to the site.
RESOLVED: That the Council:
- notes the legal advice received regarding access arrangements to Chapel Furlong;
- approves the arrangement of an Access Indemnity Insurance Policy to take effect upon exchange of contracts;
- authorises the policy to be upgraded if required following any future planning permission relating to community use of the land.
Proposed: Cllr Peter Head
Seconded: Cllr Françoise Yates
Vote: Unanimous.
Resolution 2 – Caution Against First Registration
Cllr Head advised Members that earlier Council resolutions had proposed lodging a Caution Against First Registration with HM Land Registry.
However, following further legal advice, the Council’s solicitor had advised that pursuing a caution could prejudice the proposed indemnity insurance arrangements and was therefore no longer recommended.
Cllr Head explained that the revised advice superseded the solicitor’s earlier recommendation and that, in order to maintain an accurate audit trail, the Council should formally revise its previous decision.
RESOLVED: That, having considered the revised professional legal advice received, the Council:
- will not proceed at this time with an application to register a Caution Against First Registration in respect of Chapel Furlong;
- will instead rely upon the agreed indemnity insurance arrangements;
- keeps the position under review should circumstances change.
Proposed: Cllr Peter Head
Seconded: Cllr Françoise Yates
Vote: Unanimous.
Resolution 3 – Future Planning Application for Change of Use
Cllr Head advised Members that, although the land remained in agricultural use, the Council should begin preparing for a future planning application to change the authorised use of the site once community engagement had been undertaken.
Members discussed the importance of ensuring that any future planning application was sufficiently broad to encompass the range of community uses that may emerge following public consultation.
Cllr Head explained that restricting the application to a single use at this stage could require further planning applications in future if additional community facilities were later proposed. Accordingly, it was considered preferable to prepare an application capable of accommodating:
- community open space;
- formal recreation;
- nature recovery and habitat management;
- associated access improvements;
- ancillary structures and signage necessary to support those uses.
Members emphasised that the purpose of the proposal was not to predetermine the future use of the land, but to authorise preparation of a draft planning application which would return to Council for approval before submission.
Members noted that:
- community consultation would take place before any planning application was submitted;
- no final decision regarding the future use of the land would be made until that consultation had been completed;
- the draft application would return to Council for full consideration prior to submission.
RESOLVED: That the Council agrees in principle:
- to prepare an application to Vale of White Horse District Council seeking planning permission for the change of use of Chapel Furlong from agricultural land to community open space, formal recreation, nature recovery and habitat management together with associated access improvements and ancillary structures;
- that Cllr Peter Head, working with the Clerk, prepare a draft planning application;
- that the draft application be brought back to Full Council for approval before submission.
Proposed: Cllr Peter Head
Seconded: Cllr Françoise Yates
Vote: Unanimous.
6.5 PSGA Membership and Mapping Licence
Cllr Head introduced a report regarding the Public Sector Geospatial Agreement mapping licence.
Members were advised that a request had been received from editor of Upton News, seeking assistance with obtaining permission to reproduce Ordnance Survey mapping extracts within the publication for the benefit of the community.
Cllr Head explained that:
- Parish Councils are eligible to apply for a PSGA mapping licence;
- the licence would enable authorised community use of Ordnance Survey mapping extracts;
- the Council would remain the licence holder, with the Clerk administering access;
- the proposed use by Upton News fell within the scope of permitted community use, subject to compliance with the licence conditions;
- any mapping published would include the required copyright acknowledgements.
Members noted that the arrangement would enable the publication of local walking routes and other community information whilst minimising administrative burden on the Council.
Following discussion, Members agreed that obtaining the licence would provide a wider community benefit and could also support other eligible community organisations in the future where permitted by the licence.
RESOLVED: That the Council:
- authorises the Clerk to apply for membership of the Public Sector Geospatial Agreement;
- authorises the Clerk to obtain the associated Ordnance Survey mapping licence;
- approves the use of the licence for community purposes, including supporting Upton News, subject to compliance with all licence conditions.
Proposed: Cllr Peter Head
Seconded: Cllr David Beckles
Vote: Unanimous.
6.6 Recreation Ground Hire Policy Review
Members considered a draft Recreation Ground Hire Policy circulated prior to the meeting.
The Clerk advised that the draft had been prepared in response to Members’ earlier request but had only recently been circulated.
Members raised a number of concerns regarding the draft, including:
- provisions relating to mobility aids and potential Equality Act implications;
- proposed restrictions concerning electrically assisted bicycles;
- requirements for public liability insurance;
- the need to distinguish between organised commercial activity and informal recreational use;
- consistency of charging arrangements for organised groups;
- practical enforcement of any revised policy;
- whether separate policies should be prepared covering charging, recreation ground use and organised events.
Members agreed that the proposals represented a significant policy change requiring further consideration and benchmarking against comparable parish councils before any decision could properly be made.
During discussion Members recognised:
- the importance of encouraging recreational use of the Recreation Ground;
- the need for a fair and transparent charging policy;
- the value of creating an additional income stream where appropriate;
- the need to minimise unnecessary administrative burdens upon the Clerk.
Members further agreed that policy development should be Member-led, with officer support where required.
RESOLVED: That:
- consideration of the proposed Recreation Ground Hire Policy be deferred to a future meeting;
- Cllr Matthew Talbot and Cllr Chris Seelig work together between the present meeting and the September meeting to prepare an options report;
- the report benchmark arrangements adopted by comparable parish councils and consider:
- charging arrangements;
- recreation ground use;
- organised events;
- enforcement arrangements;
- administrative implications;
- whether separate policies should be produced;
- options ranging from retaining the existing arrangements through to more comprehensive policy changes;
- the report be presented to Full Council for consideration at the September meeting specifically considering the following items
- (1) the problem to be solved,
- (2) benchmarking against comparable parish councils,
- (3) whether separate policies are preferable for charging, land use and organised events,
- (4) likely enforcement arrangements,
- (5) administrative implications for the Clerk,
- (6) draft options ranging from no change to light-touch amendment to the current arrangements.
Proposed: Cllr Françoise Yates
Seconded: Cllr Peter Head
Vote: Unanimous.
- Planning Matters – Enforcement Update: Wattle Cottage Farm / Land to the Rear of The Dragon
Cllr Head provided Members with a verbal update regarding the planning enforcement position relating to the land to the rear of The Dragon Public House, Wattle Cottage Farm.
Members were advised that:
- the planning application had previously been refused by the Local Planning Authority;
- two planning enforcement notices had subsequently been issued;
- the notices required the cessation of the unauthorised residential use together with the removal of caravans, structures, hardstanding and associated residential paraphernalia, and restoration of the land;
- the notices had been due to take effect from 1 July 2026;
- an appeal against the enforcement notices had been lodged with the Planning Inspectorate on 3 June 2026.
Members noted that:
- the lodging of the appeal suspends the effect of the enforcement notices until the appeal has been determined;
- at the present time no further substantive information has been issued by the Planning Inspectorate;
- the appeal process could take many months before determination;
- should the appeal be dismissed, the Planning Inspector may determine an amended compliance period.
Members acknowledged that the Council’s principal concern remained public safety, particularly given the site’s location within an area at risk of flooding.
Members also noted that local residents had reported further activity on the site.
Cllr Head advised that where members of the public observe potential breaches of planning control, they should report these directly to the Local Planning Authority using the existing planning enforcement reference, thereby ensuring any additional evidence is available to the enforcement officers.
Members further noted that, whilst the Council had previously intended to write further to the Local Planning Authority regarding enforcement action, it was considered appropriate to await further information from the Planning Inspectorate before undertaking any additional correspondence.
RESOLVED: That the Council notes:
- the lodging of the appeal against the planning enforcement notices;
- that enforcement action is currently suspended pending determination of the appeal;
- that no further formal action is required by the Council at the present time, although the matter will continue to be monitored.
- Councillor Vacancy
8.1 Local Elections 2027 and Councillor Recruitment
The Clerk reminded Members that the next scheduled parish elections would take place in May 2027.
Members were advised that:
- all serving councillors would retire at that election and would need to seek re-election if they wished to continue serving;
- the Council currently has a casual vacancy;
- additional volunteers and prospective councillors would be welcomed to help support the Council’s increasing workload.
8.2 To consider publicity to encourage residents to stand as candidates at the May 2027 parish council elections
Members discussed ways of encouraging wider community participation and agreed that publicity through Upton News would be appropriate.
Members also discussed the value of encouraging residents to volunteer for practical community projects, reducing unnecessary expenditure where appropriate.
The Chair noted that a future discussion regarding succession planning could be undertaken nearer the election period.
Members noted the report.
- Contributions to Upton News
Cllr Head advised Members that an article would be prepared for publication in Upton News summarising recent Council activity.
Members discussed including updates relating to:
- recent governance work undertaken by the Council;
- successful completion of the internal audit;
- appointments made at the Annual Meeting;
- the Public Sector Geospatial Agreement mapping licence;
- the current Recreation Ground policy review;
- the casual councillor vacancy;
- opportunities for community volunteering;
- a factual update regarding the storage container project;
- a neutral update confirming that an appeal had been lodged in relation to the Wattle Cottage Farm enforcement matter;
- graffiti removal and wider community projects;
- progress on the Chapel Furlong land acquisition.
Members agreed that any communications relating to planning matters should remain factual and politically neutral, recognising the Council’s role as a statutory consultee.
Cllr Head undertook to circulate a draft article to Members for comment prior to publication owing to the publication deadline.
Members also agreed that a future meeting of the Council’s community engagement working group should be arranged.
Members discussed the graffiti at the Recreation Ground bus shelter.
It was noted that:
- the graffiti consists primarily of red paint on the rear wall;
- repainting the affected area would provide a simple and cost-effective solution;
- the shelter had originally been painted by an external contractor;
- the Council would welcome assistance from suitably willing community volunteers with repainting the affected wall.
Members agreed that community involvement in maintaining parish assets would be a positive message to promote and that requests for volunteers could be included within future Council communications.
Action: Cllr Head to include a request for volunteers within the next Upton News article.
- Date of Next Meeting
Members confirmed that the next meeting of the Parish Council would be held on:
Wednesday 29 July 2026 at 7.00pm
Upton Village Hall, Upton, Oxfordshire.
Close of Meeting
There being no further business, the Chair thanked Members and members of the public for their attendance and declared the meeting closed.