Upton Village

South Oxfordshire

Notice of the Meeting and Agenda of 30.09.2026

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 30th September 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 12 August 2026.

  1. Open Forum

To receive representations from members of the public. Maximum 15 minutes (3 minutes per speaker).

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

7.1 Bank balances

To receive and review the latest bank balances and note the receipt of the September precept payment.

Treasurer’s Account to 30/06/26: £33049.12
Business Bank Instant Account to 30/06/26: £2625.59
Total funds available as at 30/06/26: £35674.71

 

7.2 Payments

To approve payments made since the previous meeting and to note receipts received, as set out in the financial schedule circulated to Members in July & August 2026.

Transaction Date Transaction Description Debit Amount Credit Amount
28/08/2026 MICROSOFT 10.3  
24/08/2026 Staff Costs 1134.33  
20/08/2026 Expenses for Signage in the New Land 225.08  
18/08/2026 Bank Charges 4.25  
17/08/2026 Mobile 8.56  
31/07/2026 Playground Inspections 166.8  
28/07/2026 MICROSOFT 10.3  
24/07/2026 Staff Costs 1134.33  
20/07/2026 Bank Charges 4.25  
16/07/2026 Insurance Premium 1023.92  
16/07/2026 Annual Maintenance Mowers 342.35  
16/07/2026 Storage Container 3050.4  
15/07/2026 Mobile 8.56  
09/07/2026 Interest   27.58
10/08/2026 interest   14.48

 

7.3 Payment authorisers

To appoint Members to authorise the forthcoming payments.

7.4 Bank reconciliation

To review and approve the latest bank reconciliation.

7.5 Budget Monitoring

To receive the updated budget monitoring report, including the second-quarter position, deferred from the August meeting.

7.6 Asset Register

To receive an update following the review of the Council Asset Register; to consider the updated AGAR-compliant register and photographic record arrangements; and to approve any amendments required.

7.7 Annual Governance and Accountability Return (AGAR) 2025/26

To receive an update on the external audit and the amendments/corrections submitted in respect of the 2025/26 AGAR, and to consider any further action required.

Members are requested to:

  1. Receive and note the External Auditor’s Report and Certificate for the year ended 31 March 2026.
  2. Note the matters and recommendations identified by the External Auditor.
  3. Approve the corrective actions identified and instruct the Clerk/RFO to maintain an External Audit Action Plan recording each finding, action required, responsible person, target date and completion evidence.
  4. Note that the corrected treatment of internal transfers in Boxes 3 and 6 and the corrected comparative figures in Boxes 1 and 9 have been accepted by the External Auditor, with no further concerns raised in respect of those matters.
  5. Note that the homeworking allowance is to be classified under Box 6 rather than Box 4 for AGAR purposes and instruct the RFO to calculate and retain the appropriate reconciliation so that the affected 2025/26 comparative figures can be correctly restated in the 2026/27 AGAR.
  6. Approve the establishment of an annual AGAR compliance timetable, incorporating approval of the Annual Governance Statement and Accounting Statements, the statutory exercise of public rights, submission deadlines, publication requirements and the conclusion-of-audit requirements.
  7. Require all recommendations arising from internal and external audit to be recorded and monitored, with progress reported to Council until each action has been completed.
  8. Require a final completeness and reconciliation check of future AGARs and supporting documentation before submission, including comparison of prior-year figures against the previous audited AGAR and confirmation that all mandatory fields and supporting schedules have been completed.
  9. Require future external-audit submissions to include all supporting information required by the External Auditor at the initial submission, including detailed explanations and supporting calculations for significant variances and any required breakdown of other income.
  10. Require future Annual Internal Audit Reports to be checked for completeness before acceptance by Council, including completion of the Council’s website address and all applicable control objectives.
  11. Note the position regarding the Council’s IT controls and consider adoption of the Information Technology Policy under the separate agenda item.
  12. Authorise and instruct the Clerk/RFO to complete the statutory conclusion-of-audit process, including publication on the Council’s website of the required audited AGAR documents, External Auditor’s Report and Certificate and Notice of Conclusion of Audit, together with the arrangements by which electors may inspect the documents.
  13. Delegate authority to the Clerk/RFO to undertake any administrative actions necessary to implement the above resolutions and maintain the appropriate audit trail.

 

  1. Village Matters

8.1 Recreation Ground

  • Weekly playground inspection reports – to receive an update and consider any actions arising.
  • RoSPA inspection/action plan – to receive an update on outstanding remedial works, including quotations and availability for the deteriorated swing beam and other specialist works.
  • Playground safety bark – to receive an update on volunteer assistance and determine whether alternative arrangements are now required.
  • Cableway / zip wire incident – to receive an update following the reported incident on 23 August 2026, including the insurance position, professional inspection/assessment, evidence preservation, any remedial works required and the conditions to be satisfied before any reopening of the equipment.

The cableway remains out of use as a precautionary measure pending completion of a professional assessment.

The Clerk has notified the Council’s insurers and is acting in accordance with the advice received.

Members are requested to note the actions taken and consider any recommendations arising from the professional assessment when available.

 

8.2 Storage Container

  • To receive an update regarding the proposed Lawful Development Certificate application.
  • To receive an update regarding delivery/storage arrangements for the purchased container.
  • To consider and determine any further actions required.

8.3 Information Technology and Website

  • To receive the deferred update on the review of the Council’s IT systems, website and document-management arrangements.
  • To receive the options appraisal previously due in September and consider any actions arising.

8.4 Chapel Furlong

  • To receive an update regarding the preparation of the planning application for future community use.
  • To receive an update from the working group regarding community consultation and engagement undertaken or planned.
  • To consider any actions arising from resident feedback and any environmental, biodiversity or tree-planting opportunities.

8.5 Village Survey and Community Engagement Strategy

To receive the deferred update, including the proposed action plan, timetable and next steps for the village survey/community engagement project.

8.6 Recreation Ground Hire Policy

To receive and consider the revised draft Recreation Ground Hire Policy following the review by Cllrs Talbot and Seelig, and to resolve whether to adopt the policy subject to any agreed amendments.

8.7 Chapel Furlong Funding

To receive an update on the identification of community volunteers interested in grant funding and, if appropriate, consider next steps for establishing a grant-funding working group and preparing Terms of Reference.

8.8 Plot 3 – Land Management

To note the vegetation works undertaken at no cost to the Council and consider whether any longer-term maintenance, biodiversity or fire-risk management arrangements are required.

8.9 Tree at Cornerways, Church Street

To receive an update following the enquiry regarding proposed works to branches overhanging Cornerways and to consider any information obtained regarding the identity/status of the tree, including whether professional advice or further action is required.

  1. Planning

9.1 Planning Applications

To consider any planning applications received since publication of the agenda or requiring a response before the next scheduled meeting.

  1. – B26.9930/V/B

Cornerways Church Street Upton Didcot OX11 9JB

No status provided

New porch to front of property

  1. – Full Application P26/V0730/FUL

Maslina, Reading Road, Upton, Didcot, OX11 9JJ

Demolition of existing house & outbuilding. Replacement self-build dwelling.

Status – Under Consideration

 

  1. – Variation or Removal of Planning Condition P26/V2368/S73

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

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

Status – Under Consideration

 

  1. – Full Application P22/V2219/FUL

Land between Upton footpath and, Upton Byway off Hollow Way, Hollow Way, Upton, OX11 9HP

Erection of a new agriculture dwelling with landscaping and associated works (as amplified by LVIA, Landscaping scheme and supporting information received 3 February 2023, and by Agricultural Dwelling Needs Appraisal received 9 February 2023)

Decision

Planning Permission is Granted

 

9.2 Planning Appeals and Enforcement

To receive an update regarding APP/V3120/C/26/3378871 at Wattle Cottage Farm and the associated enforcement position, including any representation submitted on behalf of the Council.

Appeal Notification APP/V3120/W/26/3378869 Land at Wattle Cottage Farm, Reading Road/Prospect Road, Upton, Didcot, OX11 9HT

Appeal Notification APP/V3120/W/26/3378870 Land at Wattle Cottage Farm, Reading Road/Prospect Road, Upton, Didcot, OX11 9HT

Appeal Notification APP/V3120/W/26/3378871 Land at Wattle Cottage Farm, Reading Road/Prospect Road, Upton, Didcot, OX11 9HT

  1. Councillor Vacancy

To receive an update regarding the current vacancy and consider any expressions of interest or next steps.

  1. Information Technology (IT) Policy

To receive the revised draft Information Technology Policy following review by Members and to consider its adoption, subject to any agreed amendments.

  1. Submissions for Upton News

To receive suggestions for items for the next edition, including any appropriate updates arising from this meeting.

  1. Date of Next Meeting – & Review of all Meeting Dates

To confirm the dates and times of the next scheduled meetings in accordance with the Council’s published 2026 meeting calendar and if this should be amended.