UPTON PARISH COUNCIL
Minutes of the Meeting of Upton Parish Council 29.07.2026
Deferred & Held on Wednesday 12 August 2026 at 7.00pm
Upton Village Hall
Meeting commenced: 7.00pm
Present
Cllr Francoise Yates
Cllr David Beckles
Cllr Chris Seelig
Cllr Matt Talbot
County Cllr Rebeka Fletcher
Clerk & RFO Benjamin Shaw
- Apologies for Absence
Apologies were received from Cllr Peter Head, who was unable to attend following an operation.
Cllr Talbot arrived at the commencement of the meeting.
RESOLVED: To accept the apology received from Cllr Head.
- Declarations of Interest
No declarations of interest were received.
- Approval of Minutes
The minutes of the Parish Council meeting held on 24 June 2026 were considered.
No amendments had been received following circulation.
RESOLVED: That the minutes of the meeting held on 24 June 2026 be approved as a true and accurate record.
Proposed: Cllr Yates
Seconded: Cllr Talbot
Approved: Unanimously.
- Open Forum
No members of the public were present.
- District Councillor Update
No District Councillor was present.
The Clerk reported that he had contacted the District Councillors following the previous meeting. A response had been received from Cllr Gascoigne, while no response had been received from Cllr Dewhurst.
It was subsequently confirmed through the County Councillor that Cllr Gascoigne had been unable to attend due to the rescheduling of the meeting.
NOTED.
- County Councillor Update
The Council received an update from the County Councillor.
The principal matter discussed was Local Government Reorganisation (LGR) and the proposed move to three unitary authorities. Concerns were noted regarding the potential impact upon the delivery and commissioning of services, particularly adult social care, children’s services, SEND provision and school transport.
An update was also provided regarding the proposed healthcare provision at Great Western Park, with the position remaining broadly unchanged.
The Council also discussed the previously raised highway matter concerning traffic movements towards West Hagbourne. No substantive response had yet been received.
NOTED.
- Finance and Administration
7.1 Bank Balances
The Clerk reported the following balances as at 30 June 2026:
| Account | Balance |
| Treasurer’s Account | £33,007.06 |
| Business Bank Instant Account | £9,749.02 |
| Total Funds | £42,756.08 |
Members noted that balances had subsequently reduced following July expenditure. However, with the next precept payment expected on 1 September 2026, the Council agreed that no transfer of reserves was presently required.
RESOLVED: No transfer between accounts was required at this time.
7.2 Payments
Members reviewed the payments made during June 2026 as circulated with the agenda.
RESOLVED: To approve the June 2026 payments.
Approved unanimously.
7.3 Payment Authorisers
RESOLVED: That Cllrs Beckles, Seelig and Talbot continue to act as payment authorisers for the forthcoming month.
7.4 Bank Reconciliation
The June bank reconciliation had been circulated to Members.
No issues were raised.
The reconciliation had been signed by Cllr Yates and would be countersigned by the Clerk in the absence of the Vice/Deputy signatory.
RESOLVED: To approve the June bank reconciliation.
7.5 Budget Monitoring
The underlying financial records had been updated; however, the Treasurer advised that further detailed interrogation of the budget monitoring information was required before presenting the complete report.
No material areas of concern had been identified.
RESOLVED: To defer the formal budget monitoring report until the September meeting, at which point the second-quarter position could also be considered.
ACTION: Treasurer to prepare and circulate the updated budget monitoring report ahead of the September meeting.
7.6 Asset Register
The Clerk reported that the planned meeting with Cllr Talbot to review the Asset Register had been postponed due to illness.
The review would include the creation of a photographic record of Council assets, something which had not previously been undertaken.
RESOLVED: The Clerk and Cllr Talbot to undertake the Asset Register review on 4 September 2026.
- Village Matters
8.1 Recreation Ground
- Weekly Playground Inspections
The Council received confirmation that the weekly playground inspection records were up to date.
NOTED.
- RoSPA Inspection Report
Members considered the recently received RoSPA playground inspection report.
It was reported that a number of bolts and fixings identified within the report had already been tightened where possible, although certain specialist components required further attention.
NOTED.
- Action Plan Arising from RoSPA Inspection
Cllr Yates advised that updated quotations were being sought for the replacement of the deteriorated swing beam and other works identified through the inspection process.
The preference was to obtain an appropriate replacement consistent with the existing equipment, while obtaining competitive quotations for other remedial works.
ACTION: Cllr Seelig to review outstanding fixings with Mr Yates.
ACTION: Cllr Yates to obtain updated quotations and availability for the required playground works and report back to Council.
- Volunteer Assistance – Playground Safety Bark
The volunteer group that had intended to undertake work to redistribute the playground safety bark had been unable to attend as planned.
Members discussed the appropriate method of redistributing the bark and the importance of avoiding damage to the underlying membrane.
RESOLVED: To allow the volunteer group until September to undertake the work. If this was not possible, alternative volunteer assistance would be sought locally.
8.2 Storage Container
The Council received an update regarding the proposed Lawful Development Certificate application.
Progress had been delayed due to Cllr Head’s absence following his operation.
It was confirmed that the container had been purchased but had not yet been delivered.
Members discussed alternative options should the proposed location ultimately prove unsuitable.
RESOLVED: To defer the matter until the September meeting when Cllr Head was expected to be available to provide a further update.
8.3 Information Technology and Website
Progress on the wider review of the Council’s IT systems, website and document-management arrangements had been limited due to Cllr Head’s absence.
RESOLVED: To defer the update until September.
8.4 Chapel Furlong
- Completion of Land Purchase
The Council confirmed that the purchase of Chapel Furlong had completed.
NOTED.
- Insurance and Signage
Members confirmed that appropriate insurance and signage were now in place.
Posts and signage had been installed to manage access and clarify the status of routes across the land.
Expenses associated with the works had been submitted and were below £200.
NOTED.
- Planning Application for Future Community Use
Preparation of the planning application relating to the future community use of Chapel Furlong remained underway but had not yet been completed.
RESOLVED: To defer the matter until September.
- Community Engagement
The Chapel Furlong working group was considering holding a community drop-in consultation at the church during September to allow residents to submit ideas and suggestions for the future use of the land.
Members also discussed potential opportunities for environmental and biodiversity grants and tree-planting schemes.
RESOLVED: The working group would progress arrangements for community consultation in September and report back to Council.
8.5 Village Survey and Community Engagement Strategy
Cllr Yates reported that she had recently spoken with Debbie regarding restarting work on the village survey/community engagement project.
A meeting was expected to take place shortly to establish an action plan and timetable.
Members noted the length of time the project had been ongoing and the importance of achieving tangible progress.
RESOLVED: To defer the matter until September, when a further update and proposed way forward would be provided.
8.6 Recreation Ground Hire Policy
The draft Recreation Ground Hire Policy remained under development.
ACTION: Cllr Talbot to prepare and circulate a revised draft sufficiently in advance of the September meeting to allow Members to review and comment.
RESOLVED: To defer formal consideration until September.
8.7 Chapel Furlong Funding
Members considered how the Council could more effectively identify and pursue grant-funding opportunities for Chapel Furlong and other Council projects.
It was agreed that establishing a volunteer group with an interest in researching and preparing grant applications could significantly increase the Council’s capacity to pursue external funding.
ACTION: Cllr Yates to seek volunteers from the community with an interest in grant funding.
Once volunteers had been identified, appropriate Terms of Reference could be prepared for consideration by Council.
8.8 Plot 3 – Vegetation and Fire Risk
Members considered concerns raised by residents regarding vegetation and the potential increased fire risk arising from the prolonged period of hot and dry weather. The published agenda specifically asked Council to balance public safety and fire risk against biodiversity considerations.
The Council was informed that the vegetation had now been cut by a local farmer, at no charge to the Council.
Members expressed their appreciation for this assistance.
RESOLVED: Cllr Yates would purchase and present a small thank-you gift from the Chair’s discretionary budget and, if possible, arrange a photograph to acknowledge the contribution.
- Planning
9.1 Planning Applications
- A) Land at Little Acorns Nursery, Main Street, West Hagbourne
Members considered the application relating to the variation/removal of conditions associated with P23/V1677/FUL.
Members considered that the Council had previously commented on the substantive matters and that there were no materially new issues requiring further representation.
RESOLVED: Upton Parish Council would submit no further comments on the application.
Proposed: Cllr Yates
Seconded: Cllr Beckles
Approved: Unanimously.
- B) APP/V3120/C/26/3378871 – Wattle Cottage Farm
Members considered the appeal concerning land at Wattle Cottage Farm, Reading Road/Prospect Road, Upton.
It was agreed that Cllr Head was best placed to prepare the Council’s further representation due to his previous involvement with the matter.
RESOLVED: Authority was delegated to Cllr Head to prepare the Council’s representation. Should Cllr Head remain unable to undertake the work, authority would pass to Cllr Yates to ensure the representation was submitted by the deadline.
Proposed: Cllr Yates
Seconded: Cllr Seelig
Approved: Unanimously.
9.2 Planning Enforcement
Members received an update regarding the appeal relating to the enforcement notices affecting land behind The George and Dragon, formerly known as Wattle Cottage Farm.
No substantive change had occurred since the previous update.
It was noted that enforcement action would not progress while the appeal remained outstanding.
NOTED.
- Councillor Vacancy
The vacancy remained open.
Cllr Yates reported that discussions had taken place with several residents and that one potential candidate might be interested in joining the Council after the summer.
NOTED: A further update would be provided in September.
- Information Technology (IT) Policy
Cllr Talbot had prepared a draft IT Policy.
Members agreed that further time should be allowed for review, particularly to enable Cllrs Head and Seelig to provide input.
ACTION: Cllr Talbot to recirculate the draft IT Policy.
RESOLVED: Consideration and adoption of the policy to be deferred until September.
- Maternity, Paternity, Adoption and Shared Parental Leave Policy
Members considered the draft Maternity, Paternity, Adoption and Shared Parental Leave Policy circulated with the agenda. The proposed policy covered maternity, paternity, adoption, shared parental leave and associated employment rights.
The Clerk advised Members that the policy was now of practical relevance to the Council and explained the statutory provisions relating to paternity leave and pay.
Members discussed whether the Council wished to provide an enhanced entitlement beyond the statutory minimum.
Following discussion, Members agreed that eligible employees should be entitled to two weeks’ paternity leave at full contractual pay, with appropriate flexibility as to when the leave is taken in accordance with the policy and statutory requirements.
RESOLVED: To adopt the Maternity, Paternity, Adoption and Shared Parental Leave Policy, subject to amendment of the paternity provision to provide two weeks at full contractual pay.
Proposed: Cllr Yates
Seconded: Cllr Talbot
Approved: Unanimously.
It was further noted that appropriate operational arrangements would need to be agreed for any period of leave, including delegation of essential financial responsibilities where required.
Members also discussed arrangements for the Clerk’s forthcoming appraisal.
ACTION: Dates to be arranged during September for the appraisal involving the relevant Members and Clerk.
- Submissions for Upton News
Members discussed potential submissions for the next edition of Upton News.
It was agreed that information should include:
- advice concerning bonfires and fire safety during the exceptionally dry conditions, preferably incorporating or linking to guidance provided by Oxfordshire Fire and Rescue Service; and
- an update on Chapel Furlong, including the vegetation works and the intention of the working group to undertake community consultation in September.
Issues regarding overflowing bins at the Recreation Ground were also raised for attention.
ACTION: Relevant material to be prepared/submitted for Upton News.
- Date of Next Meeting
Members discussed whether future meeting dates should revert to the fourth Wednesday rather than the final Wednesday of each month, principally to better align with Upton News submission deadlines.
It was agreed not to amend the already published 2026 meeting dates, but to consider the meeting pattern when setting dates for the following year.
CONFIRMED: The next meeting of Upton Parish Council will be held on:
Wednesday 30 September 2026 at 7.00pm.
Meeting closed following completion of the agenda.