Upton Village

South Oxfordshire

Notice of the Rescheduled Meeting and Agenda (Rescheduled from 29 July 2026 to 12 August 2026)

UPTON PARISH COUNCIL

NOTICE OF MEETING

To: All Members of Upton Parish Council

You are hereby summoned to attend a meeting of Upton Parish Council to be held in the Meeting Room, Upton Village Hall on Wednesday 12th August 2026 at 7.00pm.

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

  1. To receive apologies for absence

To receive and approve apologies for absence.

  1. To record declarations of interest

To receive declarations of interest in accordance with the Council’s Code of Conduct.

  1. To approve the minutes

To approve the minutes of the Parish Council meeting held on 24 June 2026.

  1. Open Forum

To receive representations from members of the public.

Maximum 15 minutes (3 minutes per speaker).

  1. To hear an update for the District Councillor
  2. To hear and Update from the County Councillor
  3. Finance and Administration

7.1 Bank balances

To review the bank balances as at 30 June 2026.

Treasurer’s Account to 30/06/26: £33,007.06
Business Bank Instant Account to 30/06/26: £9,749.02
Total funds available as at 30/06/26: £42756.08

7.2 Payments

To approve payments made during June 2026.

 

 

Transaction Date Transaction Description Debit Amount
30/06/2026 Land Purchase pt.2 – Solicitor 64361
30/06/2026 Land Purchase pt.1 – Solicitor 100000
29/06/2026 MICROSOFT 10.3
24/06/2026 Internal Transfer 74361
24/06/2026 Internal Audit 300
24/06/2026 CLOUDALLY LTD  – IT 42
24/06/2026 Staff Saleries & WFH 1134.33
19/06/2026 Internal Transfer 9000
19/06/2026 Internal Transfer 4900
16/06/2026 Bank Charges 4.25
15/06/2026 Mobile Phone 8.56
10/06/2026 Rospa Inspection 328.8

 

Transaction Date Transaction Description Credit
19-Jun-26 Internal Trasfer 9,000.00
19-Jun-26 Internal Transfer 4,900.00
09-Jun-26 Bank Interest 37.12

 

7.3 Payment authorisers

To appoint Members to authorise next month’s payments.

7.4 Bank reconciliation

To review and approve the June bank reconciliation.

7.5 Budget Monitoring

To receive the first quarter budget monitoring report.

7.6 Asset Register

To receive an update on the review of the Council’s Asset Register, including Chapel Furlong and recently acquired assets, and to consider arrangements for creating a photographic record of Council assets.

 

  1. Village Matters

8.1 Recreation Ground

  1. Weekly playground inspection reports
  2. RoSPA inspection report
  3. Action plan arising from the RoSPA inspection
  4. Update regarding volunteer assistance with turning the playground safety bark

8.2 Storage Container

  1. To receive an update regarding the proposed Lawful Development Certificate application.
  2. To receive an update regarding supplier storage arrangements and any associated costs.
  3. To consider any further actions required.

8.3 Information Technology and Website

  1. To receive an update on the review of the Council’s IT systems, website and document management arrangements.
  2. To consider progress towards the options appraisal due to Council in September.

8.4 Chapel Furlong

  1. To receive an update regarding completion of the land purchase.
  2. To receive an update regarding insurance and signage.
  3. To receive an update regarding the preparation of the draft planning application for future community use.
  4. To consider the establishment of a Community Engagement Working Group programme and timetable for consulting residents regarding the future of Chapel Furlong.

8.5 Village Survey and Community Engagement Strategy

To receive an update following the Council’s previous resolution and consider:

  • progress made to date;
  • the proposed mission statement/framework;
  • a draft action plan;
  • an indicative timetable for community engagement and consultation.

8.6 Recreation Ground Hire Policy

To receive an update from Cllrs Talbot and Seelig regarding the review of the Recreation Ground Hire Policy.

 

8.7 Chapel Furlong Funding

To consider establishing a grants programme for Chapel Furlong and other Council projects, including identifying suitable external funding opportunities and potential grant applications.

8.8 To consider the maintenance of the Council-owned Plot 3 land in response to concerns regarding vegetation growth and the increased risk of fire during the current period of prolonged dry weather and high temperatures.

Members are advised that concerns have been raised by local residents regarding the height and density of vegetation on Plot 3 and the potential fire risk posed by the current prolonged dry weather and elevated temperatures.

The Council has a duty to manage its land responsibly, taking into account public safety, environmental considerations, biodiversity obligations and the reasonable concerns of neighbouring residents. Members are therefore asked to consider whether any maintenance works should be undertaken at this time to reduce the potential fire risk, whilst balancing the Council’s commitment to biodiversity and habitat management.

In considering this matter, Members may wish to discuss:

  • the current condition of the site;
  • the level of fire risk presented by the existing vegetation;
  • any ecological or biodiversity implications of undertaking maintenance works at this time of year;
  • whether immediate or targeted vegetation management is appropriate;
  • any associated costs and available budget provision; and
  • any ongoing maintenance strategy for the remainder of the summer period.

Members are requested to:

  1. Consider the concerns raised by residents.
  2. Determine whether vegetation maintenance is required in the interests of public safety.
  3. If appropriate, authorise the Clerk to instruct suitably qualified contractors to undertake the agreed works within the approved budget.
  4. Consider whether any longer-term management measures should be implemented to reduce future fire risk whilst supporting biodiversity objectives.

 

  1. Planning

9.1 Planning Applications

To consider any planning applications received since publication of the agenda.

 

  1. – Variation/Removal of Conditions 2, 5, 9, 12, 13, 14, 15, 16, 17, 18, 19, 21, 22 and 24 of P23/V1677/FUL (Demolition of the existing nursery building and the erection of three dwellings with access, parking and amenity space, together with the erection of a new nursery building, parking and associated works, including the provision of a nursery play area) – to alter the access and parking arrangements to Plot 1 and update planning conditions to reflect details agreed under P24/V0640/DIS, P24/V1125/DIS and P24/V1473/DIS except where modified by revised landscaping, ecology, biodiveristy and drainage details.

Location: Land at Little Acorns Nursery Main Street West Hagbourne OX11 0NA

 

  1. – APP/V3120/C/26/3378871

 

Site Address: Land at Wattle Cottage Farm Reading Road, Prospect Road, Upton, DIDCOT

Alleged breach: Without planning permission, the undertaking of operations comprising (i) the laying of hardstanding material in the approximate position shown hatched black on the Plan; and (ii) the erection of four (4) timber chalet buildings on concrete bases in the approximate locations shown coloured green on the Plan.

Appeal reference: APP/V3120/C/26/3378871

Appellants name: Willy Stokes

Appeal start date: 14 July 2026

 

9.2 Planning Enforcement

To receive an update regarding the appeal relating to the enforcement notices affecting land behind The George and Dragon (formerly Wattle Cottage Farm).

  1. Councillor Vacancy

To receive an update regarding the current vacancy.

  1. Information Technology (IT) Policy

Purpose: To consider the adoption of an Information Technology (IT) Policy for Upton Parish Council.

Following the Council’s ongoing review of its information technology, cyber security and document management arrangements, to receive Cllr Talbot’s draft Information Technology (IT) Policy and consider its adoption.

In considering the policy, Members are invited to review:

  • the proposed governance arrangements for Council IT systems;
  • cyber security measures, including password management and multi-factor authentication;
  • arrangements for Council email accounts and use of personal devices;
  • data protection, Freedom of Information and business continuity provisions;
  • website and social media management;
  • incident reporting and annual policy review arrangements.

Officer Recommendation

That the Council:

  1. receives Cllr Talbot’s draft Information Technology Policy;
  2. considers any amendments it wishes to make;
  3. adopts the Information Technology Policy, subject to any agreed amendments;
  4. delegates authority to the Clerk to make any minor administrative or formatting amendments prior to publication;
  5. instructs the Clerk to implement the policy and arrange for its publication and annual review in accordance with the Council’s adopted policy review schedule.
  1. To consider the adoption of a Maternity and Paternity Policy for Upton Parish Council.

Members are asked to consider whether the Council should formally adopt a Maternity and Paternity Policy to provide a clear framework for supporting employees who become parents, ensuring that the Council meets its statutory obligations as an employer and follows recognised employment best practice.

The proposed policy would set out the Council’s approach to maternity, paternity, adoption, shared parental leave, parental bereavement leave (where applicable), and associated rights and responsibilities. Adoption of a policy would provide clarity for both employees and the Council and support consistent decision-making should such circumstances arise.

A draft policy has been circulated with the agenda for Members’ consideration Appendix A

Members are requested to:

  1. Consider the draft Maternity and Paternity Policy.
  2. Determine whether any amendments are required.
  3. Resolve whether to adopt the policy with immediate effect (or from a specified date).

 

  1. Submissions for Upton News

To receive suggestions for items.

  1. Date of Next Meeting

To confirm the next meeting as:

Wednesday 26 August 2026 at 7.00pm

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Appendix A

 

Upton Parish Council

Maternity, Paternity, Adoption and Shared Parental Leave Policy

Policy Version: 1.0
Adopted: [Date]
Review Date: Every three years or following significant changes in employment legislation.
Responsible Officer: Clerk & Responsible Financial Officer

  1. Purpose

Upton Parish Council recognises the importance of supporting employees who become parents and is committed to providing a fair, supportive and legally compliant approach to maternity, paternity, adoption and shared parental leave.

The Council will comply with all statutory employment rights and seeks to support employees during pregnancy, adoption and the early stages of parenthood while maintaining the effective operation of Council services.

  1. Scope

This policy applies to all employees of Upton Parish Council.

Councillors are elected office holders and are not covered by this policy.

  1. Principles

The Council will:

  • comply with all relevant employment legislation;
  • treat employees fairly and consistently;
  • ensure no employee suffers discrimination because of pregnancy, maternity, paternity, adoption or shared parental leave;
  • maintain confidentiality throughout the process;
  • support employees returning to work following leave.
  1. Legislative Framework

This policy operates in accordance with, but is not limited to:

  • Employment Rights Act 1996
  • Equality Act 2010
  • Maternity and Parental Leave etc. Regulations
  • Paternity and Adoption Leave Regulations
  • Shared Parental Leave Regulations
  • Statutory Sick Pay Regulations
  • Health and Safety at Work etc. Act 1974
  1. Notification Requirements

Employees should notify the Clerk (or, where the Clerk is the employee concerned, the Chair of the Council) as early as reasonably practicable of:

  • pregnancy;
  • expected week of childbirth;
  • intended maternity leave dates;
  • intention to take paternity leave;
  • adoption placement;
  • shared parental leave intentions.

The Council will acknowledge notification in writing.

  1. Maternity Leave

Eligible employees are entitled to up to 52 weeks’ maternity leave, consisting of:

  • 26 weeks’ Ordinary Maternity Leave
  • 26 weeks’ Additional Maternity Leave

Employees should provide the required statutory notice and MATB1 certificate where applicable.

  1. Maternity Pay

The Council will provide maternity pay in accordance with current statutory requirements.

Employees who qualify will receive Statutory Maternity Pay (SMP) or any enhanced entitlement approved by the Council.

Where an employee does not qualify for SMP, they may be eligible for Maternity Allowance through the Department for Work and Pensions.

  1. Health and Safety

Following notification of pregnancy, the Council will undertake a suitable risk assessment.

Where necessary, the Council will:

  • amend working arrangements;
  • adjust duties;
  • provide suitable equipment;
  • temporarily suspend work on maternity grounds where legally required.
  1. Antenatal Appointments

Pregnant employees are entitled to paid time off for antenatal appointments as provided by legislation.

Evidence of appointments may be requested where permitted by law.

  1. Paternity Leave

Eligible employees may take statutory paternity leave in accordance with current legislation.

Statutory Paternity Pay will be paid where qualifying conditions are met.

  1. Adoption Leave

Employees adopting a child are entitled to statutory adoption leave and pay where eligibility criteria are met.

The Council will administer adoption leave in the same supportive manner as maternity leave wherever appropriate.

  1. Shared Parental Leave

Employees may request Shared Parental Leave (SPL) where statutory eligibility requirements are met.

Requests will be considered in accordance with current legislation.

The Council will work constructively with employees to accommodate SPL wherever reasonably practicable.

  1. Parental Bereavement Leave

Employees are entitled to Parental Bereavement Leave and Pay where they satisfy the statutory qualifying criteria.

The Council recognises that compassionate circumstances require sensitivity and flexibility.

  1. Keeping in Touch (KIT) Days

Employees on maternity or adoption leave may work up to the statutory maximum number of Keeping in Touch (KIT) days without bringing their leave to an end.

Participation is entirely voluntary and must be agreed by both parties.

Payment arrangements will be confirmed before any KIT day is worked.

  1. Shared Parental Leave in Touch (SPLIT) Days

Employees taking Shared Parental Leave may use Shared Parental Leave in Touch (SPLIT) days in accordance with legislation.

  1. Annual Leave

Annual leave continues to accrue during statutory maternity, adoption and shared parental leave.

Employees are encouraged to discuss arrangements for taking accrued leave before or after their period of leave.

  1. Pension

Pension contributions and pension rights will continue in accordance with the Local Government Pension Scheme Regulations (where applicable) and statutory requirements.

  1. Returning to Work

Employees returning from statutory leave are entitled to return to work in accordance with their legal rights.

The Council will:

  • discuss return-to-work arrangements;
  • consider flexible working requests fairly;
  • provide any necessary updates or refresher training;
  • support reintegration into the workplace.
  1. Flexible Working

Employees may request flexible working arrangements following maternity, paternity or adoption leave.

Requests will be considered in accordance with the Council’s Flexible Working Policy and relevant legislation.

  1. Confidentiality

Information concerning pregnancy, adoption or family circumstances will be treated confidentially and only shared where operationally necessary.

  1. Equality

The Council is committed to equality of opportunity and will ensure that no employee suffers discrimination because of:

  • pregnancy;
  • maternity;
  • paternity;
  • adoption;
  • shared parental leave;
  • parental responsibilities.
  1. Roles and Responsibilities

Employees

Employees are responsible for:

  • providing statutory notice;
  • supplying required documentation;
  • maintaining reasonable communication during leave.

Clerk

The Clerk will:

  • administer the policy;
  • provide guidance;
  • maintain confidential records;
  • ensure statutory obligations are met.

Where the Clerk is the employee concerned, these responsibilities shall be undertaken by the Chair of the Council or another person appointed by the Council.

Council

The Council is responsible for:

  • approving any enhanced contractual benefits;
  • ensuring compliance with employment legislation;
  • reviewing this policy periodically.
  1. Policy Review

This policy will be reviewed:

  • every three years;
  • following significant legislative changes; or
  • following any employment matter that identifies a need for amendment.

Document Control

Version Date Approved By Review Due
1.0 [Date] Upton Parish Council [Date + 3 Years]