UPTON PARISH COUNCIL
Minutes of the Meeting of Upton Parish Council held on Wednesday 30 September 2026 at 7.00 pm in the Meeting Room, Upton Village Hall
Present:
Cllr Françoise Yates – Chair
Cllr David Beckles – Vice-Chair
Cllr Chris Seelig
Cllr Matthew Talbot
Cllr Peter Head
In attendance:
Benjamin Shaw – Clerk & Responsible Financial Officer
District Councillor Gascoigne
County Councillor Fletcher
Members of the public were also present.
- Apologies for Absence
No apologies for absence had been received.
RESOLVED: To note that no apologies for absence had been received.
- Declarations of Interest
Members were invited to declare any interests in matters on the agenda.
No declarations of interest were made.
- Approval of Minutes
The minutes of the Parish Council meeting held on 12 August 2026, having previously been circulated to Members, were considered.
No amendments were requested.
RESOLVED: That the minutes of the meeting held on 12 August 2026 be approved as a true and accurate record.
Proposed: Cllr Yates
Seconded: Cllr Seelig
Vote: 4 in favour, 1 abstention.
- Open Forum
The Chair opened the public participation period. Three members of the public attended in connection with concerns regarding noise associated with events at The George, Upton.
Residents explained that complaints had been made to Vale of White Horse District Council concerning noise from outdoor music and events. Concerns were raised regarding the frequency and volume of the noise and the impact upon neighbouring properties.
The Clerk clarified that the Parish Council is not the licensing or environmental-health authority and does not have enforcement powers in relation to noise nuisance or premises licensing. Residents were advised that concerns should continue to be pursued through Vale of White Horse District Council and that contemporaneous records of incidents should be maintained where requested by the relevant authority.
The District Councillor agreed to assist residents in liaising with the appropriate District Council officers and asked that their email address be circulated in the minutes for any residents who may wish to contact them hayleigh.gascoigne@whitehorsedc.gov.uk.
NOTED: The representations made by residents and the action already being pursued through Vale of White Horse District Council. No decision on licensing or enforcement was taken by the Parish Council, as these matters fall outside its statutory remit.
A separate matter concerning access to a household waste recycling centre with a trailer was also raised during the public participation period. The County Councillor agreed to raise the matter with the appropriate County Council representative/officers and asked that their email be made available to any other members of the village who may be facing similar frustrations with the new recycling centre rules rebekah.fletcher@oxfordshire.gov.uk.
- District Councillor’s Report
The District Councillor provided an update and drew particular attention to the forthcoming Planning Inspectorate hearing concerning Wattle Cottage Farm.
The Council confirmed that its representations in relation to the relevant appeals had already been submitted. Members discussed attendance at the hearing and the value of residents being made aware that the hearing was taking place.
It was confirmed that the Council’s substantive representations had already been made and there was no intention to introduce a new Parish Council position at the meeting.
The District Councillor also agreed to assist the Council in identifying an appropriate planning officer with whom the Council could seek guidance concerning the proposed storage container and whether further planning/Lawful Development Certificate procedures would be required.
NOTED: The District Councillor’s report and updates.
- County Councillor’s Report
The County Councillor provided an update, including forthcoming highway works and surface dressing, vegetation clearance and other County Council matters.
The Council raised the condition of the village entrance gates and requested assistance in progressing maintenance/vegetation clearance through the appropriate highways service.
The County Councillor also highlighted the national consultation concerning adult social care and asked that the Council assist in publicising the consultation.
The Councillor Priority Fund was discussed. The County Councillor advised that funding remained available and encouraged the Council to consider an application. Members discussed whether funding might be sought towards suitable Recreation Ground/playground expenditure, subject to the eligibility criteria.
ACTION: Council to consider an appropriate application to the Councillor Priority Fund, having regard to the scheme criteria and application deadline.
NOTED: The County Councillor’s report.
- Finance and Administration
7.1 Bank Balances
The following balances were reported:
Treasurer’s Account: £33,049.12
Business Bank Instant Account: £2,625.59
Total funds: £35,674.71
RESOLVED: To receive and note the bank balances.
7.2 Payments and Receipts
Members considered the schedule of payments and receipts circulated for July and August 2026. The schedule included routine staff, insurance, maintenance, mobile, banking and Microsoft costs together with expenditure relating to signage and the previously authorised storage container. The agenda contained the detailed schedule presented to Members.
RESOLVED: To approve the payments presented.
Proposed: Cllr Yates
Seconded: Cllr Talbot
Vote: 4 in favour, 1 abstention.
The abstention related to the storage-container expenditure and reflected the Member’s previously expressed position on that purchase.
7.3 Payment Authorisers
Members reviewed the existing arrangements for payment authorisation and agreed that they were operating satisfactorily.
RESOLVED: That Cllrs Talbot, Beckles and Seelig continue to act as payment authorisers.
7.4 Bank Reconciliation
The latest bank reconciliation was considered. Members requested that future reconciliation documents be circulated to all Members in advance of meetings to provide sufficient opportunity for review before approval.
The reconciliation was confirmed as balancing.
RESOLVED: To receive the bank reconciliation.
ACTION: Future bank reconciliations and supporting financial reports to be circulated to all Members in advance of the relevant meeting.
7.5 Budget Monitoring
The Treasurer advised that the quarterly budget-monitoring report had not been completed in time for consideration at the meeting due to commitments outside of the Council.
Members emphasised the importance of receiving financial monitoring documentation sufficiently in advance to enable proper scrutiny.
RESOLVED: To defer the quarterly Budget Monitoring Report to the October Finance Committee meeting.
7.6 Asset Register
The Council considered the ongoing review of the Asset Register and the need to ensure that the register accurately identifies Council-owned assets, their historic acquisition values and appropriate supporting records.
The Council decided to defer this item until the Finance meeting in October to allow more time for scrutiny of the newly updated asset register in compliance with audit standards for the 26/27 financial year.
7.7 Annual Governance and Accountability Return (AGAR) 2025/26
The Clerk/RFO reported that the external audit had been completed and that the Council had received the External Auditor’s Report and Certificate.
Members considered the auditor’s observations, including the calculation and timing of the statutory exercise of public rights, the Council’s IT controls, classification of expenditure within the AGAR, previous audit recommendations and the need for complete supporting information to accompany future submissions.
The Clerk/RFO explained that the Council had previously calculated the public-rights period using calendar days rather than working days and that this would be corrected for future years.
Members also noted that corrections made during the audit concerning internal bank transfers and comparative figures had been accepted by the External Auditor.
RESOLVED: To receive and note the External Auditor’s Report and Certificate for 2025/26 and the findings contained therein.
RESOLVED: That the Clerk/RFO implement and maintain the corrective actions and audit trail required in response to the External Auditor’s recommendations, with the requested addition of an annual AGAR compliance timetable and improved completion/reconciliation checks.
RESOLVED: To authorise the Clerk/RFO to complete the statutory conclusion-of-audit publication requirements.
The detailed agenda had expressly asked Members to consider the auditor’s findings, corrective action plan, future AGAR timetable, completeness checks and publication of the conclusion of audit.
- Village Matters
8.1 Recreation Ground
Members received an update regarding routine playground inspections and outstanding works.
The deteriorated swing beam remained an outstanding item requiring specialist repair/replacement.
The Council also considered the cableway incident reported on 23 August 2026. The cableway remained closed and secured against use while the Council followed its insurer’s advice and obtained an appropriate professional assessment. The Council’s agenda had specifically recorded that the equipment was to remain out of use pending that assessment.
The Clerk/RFO updated Members on correspondence with the Council’s insurer and the approach being taken to preserve relevant records and evidence.
RESOLVED: That the cableway remain closed and secured against use pending completion of the professional assessment and determination of any necessary remedial works.
ACTION: Clerk/RFO to continue liaising with the Council’s insurer and competent playground professionals and report back to Council before the equipment is returned to use.
Members also discussed seeking external funding towards appropriate playground improvements/replacement equipment.
8.2 Storage Container
Members received an update concerning the purchased storage container.
The Council discussed the planning position and whether a Lawful Development Certificate or other planning procedure would be necessary. The District Councillor had agreed to assist the Council in obtaining appropriate informal guidance from the planning authority.
Delivery had been delayed while the Council sought clarification, although Members noted the practical need to resolve the matter before ground conditions deteriorated.
ACTION: Councillor Head to continue seeking clarification regarding the planning position and progress delivery arrangements once the appropriate due diligence has been completed.
8.3 Information Technology and Website
Cllr Head provided an update on preliminary enquiries concerning the Council’s IT systems, website and document-management arrangements.
It had become apparent that migration to a compliant dedicated Parish Council website/document-management platform was more complex than originally anticipated because of compatibility between potential providers and the Council’s existing email/hosting arrangements.
Members agreed that further analysis was required before committing the Council to a particular supplier or migration route.
RESOLVED: To receive the update and defer a substantive decision pending preparation of a clearer options appraisal and gap analysis.
8.4 Chapel Furlong
Cllr Head updated Members regarding Chapel Furlong. It was acknowledged that future planning/change-of-use work should follow meaningful community engagement regarding the intended use of the land.
The existing working-group arrangements would continue, with further engagement to be progressed when the relevant volunteers were available.
NOTED: The update. No additional working group was established at this stage.
8.5 Village Survey and Community Engagement Strategy
Members received an update regarding the proposed village survey.
It was confirmed that the preparatory work was sufficiently advanced for the survey/community engagement process to proceed.
RESOLVED: To instruct the working group volunteers to proceed with the village survey/community engagement work.
Proposed: Cllr Yates
Seconded: Cllr Talbot
Vote: Unanimous.
8.6 Recreation Ground Hire Policy
Members considered the position of the draft Recreation Ground Hire Policy.
It was agreed that Members had not yet had sufficient opportunity to undertake a full collective review and that the policy should not be adopted until Members were satisfied that it was appropriate and workable.
RESOLVED: To defer adoption of the Recreation Ground Hire Policy pending further review.
8.7 Chapel Furlong Funding
Members discussed grant funding and the existing Chapel Furlong working-group arrangements.
It was agreed that there was no immediate requirement to establish an additional working group. Funding opportunities would be considered as the community engagement process clarified the village’s preferred use of the land.
NOTED: No additional grant-funding working group would be established at this stage.
8.8 Plot 3 – Land Management
Members noted the vegetation works previously undertaken at no cost to the Council.
The Council recognised that similar works might incur expenditure in future years and that provision should therefore be considered during the forthcoming budget-setting process.
Members expressed their thanks for the voluntary assistance provided.
ACTION: Potential future land-management costs to be considered as part of the 2027/28 budget-setting process.
8.9 Tree at Cornerways, Church Street
Members considered the enquiry concerning the tree near Cornerways.
The Council’s current records did not conclusively establish the tree as a Parish Council asset. Members discussed historic information suggesting that works may previously have been undertaken in the area but agreed that previous maintenance did not, in itself, establish ownership.
ACTION: Further enquiries to be made to establish ownership/responsibility before the Council undertakes or authorises any works.
- Planning
9.1 Planning Applications
Members considered the applications listed on the agenda.
For Cornerways, Church Street, Members noted that the Council had previously considered the proposal and that no new material considerations had been identified.
For Maslina, Reading Road, Members noted that the Council had previously considered the application and no new material considerations requiring a further response had been identified.
For Land at Little Acorns Nursery, Members noted the variation/removal of conditions application and that the Council had previously responded. No new material considerations requiring a further Council response were identified.
For the Land between Upton Footpath and Upton Byway off Hollow Way, Members noted that planning permission had been granted and that there was therefore no further decision for the Parish Council to take.
RESOLVED: No further representations were required in respect of the applications considered at this meeting.
9.2 Planning Appeals and Enforcement – Wattle Cottage Farm
Members noted the three concurrent Planning Inspectorate appeals concerning Wattle Cottage Farm and confirmed that the Council’s representations had been submitted.
The Council’s previously agreed position remained unchanged and no additional representation was required at this stage.
The forthcoming hearing was discussed and Members considered making residents aware of the date and arrangements without seeking to pressure residents to attend.
NOTED: The Council’s representations had been submitted and no further substantive action was required at this stage.
- Councillor Vacancy
Members received an update regarding the continuing councillor vacancy.
Efforts to encourage expressions of interest were continuing, but no candidate was available for appointment at the meeting.
NOTED: The vacancy remains open.
- Information Technology Policy
Members considered the draft Information Technology Policy.
Although substantial work had been undertaken on the draft, Members considered that further review was necessary to ensure that its requirements were proportionate, achievable and reflected the Council’s actual systems and resources.
Members emphasised that adoption of a policy should be accompanied by workable procedures rather than adopting requirements with which the Council could not practically comply.
RESOLVED: To defer adoption of the Information Technology Policy pending further review and amendment.
- Submissions for Upton News
Members discussed items for inclusion in the next edition of Upton News.
These included the successful completion of the external audit; an update concerning the Wattle Cottage Farm appeals/hearing; the continued closure of the cableway pending professional assessment; the adult social-care consultation highlighted by the County Councillor; and thanks to residents/volunteers who had assisted with recent village works.
The Council also wished to record its thanks to the Village Fête organisers. Members were advised that a donation of approximately £1,300 to the Parish Council was anticipated, intended to support the playground. As the money had not yet been received at the time of the meeting, this should be recorded as an anticipated donation rather than Council income received.
ACTION: Cllr Head to prepare the Council’s submission for Upton News.
- Date of Next Meeting and Review of Meeting Dates
Members discussed the published meeting schedule and identified that the website appeared to contain an outdated meeting calendar.
The following forthcoming meetings were confirmed:
Finance Committee: Wednesday 21 October 2026
Full Council: Wednesday 28 October 2026
ACTION: Clerk to ensure that the published meeting calendar is reviewed and updated.
There being no further business, the Chair closed the meeting.
Meeting closed