Upton Village

South Oxfordshire

Notice of the Finance Committee Meeting and Agenda of 6.11.2026

UPTON PARISH COUNCIL

FINANCE COMMITTEE MEETING

Sunday 8th November 2026 at 4.00 pm
Meeting Room, Upton Village Hall

Date of Notice: 2nd  November 2026

To: All Members of the Finance Committee

You are hereby summoned to attend a meeting of Upton Parish Council’s Finance Committee, to be held in the Meeting Room, Upton Village Hall, on Sunday 8th November 2026 at 4.00 pm, to consider the business set out in the agenda below.

Members of the public and press are welcome to attend. Anyone intending to attend is encouraged to contact the Clerk in advance to assist with seating arrangements.

Benjamin Shaw
Clerk & Responsible Financial Officer
Upton Parish Council

AGENDA

  1. Apologies for Absence

To receive and consider apologies for absence.

  1. Approval of Previous Finance Committee Minutes

To consider and approve the minutes of the Finance Committee meeting held on 25th November 2026 as an accurate record, subject to confirmation that these are the most recent minutes requiring approval.

  1. To consider the adequacy of supporting financial records and reporting arrangements.

3.1 To identify any discrepancies or outstanding reconciliation matters requiring further investigation.

  1. Budget Monitoring and Projected Year-End Position – 2026/27

4.1 To review actual receipts against the approved budget.

4.2 To review actual payments against the approved budget.

4.3 To consider significant budget variances and supporting explanations.

4.4 To review projected income and expenditure to 31 March 2027.

4.5 To identify anticipated overspends, underspends and emerging financial pressures.

4.6 To recommend any necessary changes to expenditure priorities for consideration by Full Council.

  1. Preparation of Draft Budget – 2027/28

To consider the Council’s financial requirements for the period 1 April 2027 to 31 March 2028.

5.1 Estimated income, including precept, interest, grants, donations and other receipts.

5.2 Estimated expenditure on administration and routine services.

5.3 Recreation Ground maintenance and operating expenditure.

5.4 Village infrastructure and asset maintenance.

5.5 Staffing and employment costs.

5.6 Regular contractors and contractual commitments.

5.7 Insurance, professional fees, subscriptions and training.

5.8 Inflation, contingency provisions and anticipated cost increases.

5.9 Proposed new projects and expenditure priorities.

5.10 Preparation of a draft budget for recommendation to Full Council.

  1. Medium-Term Financial Forecast

6.1 To consider a three-year financial forecast covering 2027/28 to 2029/30.

6.2 To assess the anticipated effect of inflation, contractual obligations and maintenance requirements.

6.3 To consider the affordability of proposed capital projects.

6.4 To identify potential future pressures on the precept and reserves.

  1. Banking Arrangements and Recurring Payments

7.1 To review the Council’s banking arrangements and interest-bearing accounts.

7.2 To review existing standing orders, including Microsoft 365.

7.3 To review direct debits, including Tesco Mobile.

7.4 To review other recurring payments and subscriptions.

7.5 To consider payment authorisation procedures and banking controls.

7.6 To identify any unnecessary expenditure or opportunities to reduce recurring costs.

  1. VAT Accounting and Recovery

8.1 To review VAT expenditure recorded during 2026/27.

8.2 To review the status of VAT recovery claims submitted to HMRC.

8.3 To identify any outstanding VAT claims.

8.4 To consider the adequacy of VAT records and supporting invoices.

8.5 To review any relevant VAT implications associated with proposed projects and expenditure.

  1. Existing Financial Commitments and Contracts

9.1 To review the Council’s existing contractual commitments.

9.2 To review grounds maintenance arrangements and anticipated costs.

9.3 To review annual and routine playground inspection costs.

9.4 To consider insurance premiums, professional fees and other recurring obligations.

9.5 To identify contracts approaching renewal and any procurement requirements.

9.6 To consider financial provision for grants and community contributions.

  1. Staffing Budget and Employment Costs

10.1 To review current contractual staffing expenditure and budgeted working hours.

10.2 To consider applicable NALC/NJC pay scales and agreed or anticipated pay awards.

10.3 To review employer National Insurance and pension obligations, where applicable.

10.4 To consider overtime arrangements and budget provision.

10.5 To consider training and professional development expenditure.

10.6 To recommend the staffing budget provision required for 2027/28.

  1. Council Reserves and Earmarked Funds

11.1 To review the Council’s current general reserves.

11.2 To review existing earmarked reserves and their designated purposes.

11.3 To identify restricted funds and any associated conditions.

11.4 To consider reserve requirements for asset replacement and unforeseen expenditure.

11.5 To review the financial provision required for ongoing maintenance liabilities.

11.6 To recommend an appropriate level of general and earmarked reserves for 2027/28.

  1. Chapel Furlong – Financial Position and Future Commitments

12.1 To review the financial position following the acquisition of Chapel Furlong.

12.2 To review expenditure incurred and any outstanding financial commitments.

12.3 To identify any remaining restricted or earmarked funds associated with the land.

12.4 To consider anticipated maintenance, insurance and land-management costs.

12.5 To consider potential costs associated with future community use and development proposals.

12.6 To identify opportunities for grants and external funding.

12.7 To recommend appropriate budget and reserve provisions for 2027/28.

  1. Recreation Ground – Maintenance and Capital Replacement Programme

13.1 To review anticipated expenditure on playground maintenance and repairs.

13.2 To consider financial provision for the swing beam and cableway, subject to professional assessments and any relevant insurance matters.

13.3 To review playground safety surfacing requirements.

13.4 To consider annual inspection and maintenance expenditure.

13.5 To consider expenditure associated with the Recreation Ground storage container.

13.6 To develop a three-to-five-year maintenance and equipment replacement forecast.

13.7 To recommend appropriate capital and maintenance budget allocations.

  1. Other Capital Projects and Asset Maintenance

14.1 To identify other proposed capital projects for 2027/28.

14.2 To review anticipated repairs and replacement of Council assets.

14.3 To consider village infrastructure, street furniture and other physical assets.

14.4 To prioritise proposed expenditure according to need, affordability and available funding.

14.5 To recommend capital expenditure priorities to Full Council.

  1. Grants, Donations and External Funding

15.1 To review existing grants and donations received.

15.2 To consider opportunities for external funding towards Council projects.

15.3 To review any outstanding grant applications.

15.4 To consider whether budget provision should be made for outgoing community grants.

15.5 To identify projects that may qualify for external funding before committing precept income.

  1. Proposed Precept – 2027/28

16.1 To consider the proposed budget for 2027/28.

16.2 To review the Council’s projected year-end balances and reserves requirements.

16.3 To consider the council tax base supplied by Vale of White Horse District Council, when available.

16.4 To compare alternative precept scenarios.

16.5 To consider the estimated Band D council tax impact of each scenario.

16.6 To agree a recommended precept for submission to Full Council for formal consideration and approval.

  1. Financial Regulations and Internal Financial Controls

17.1 To review the Council’s adopted Financial Regulations.

17.2 To consider financial authorisation and payment procedures.

17.3 To review procurement requirements and expenditure controls.

17.4 To consider budget monitoring and reporting arrangements.

17.5 To identify any amendments required following audit recommendations or changes in legislation or guidance.

17.6 To recommend any proposed amendments to Full Council.

  1. External Audit 2025/26 – Findings and Corrective Action Plan

18.1 To review the findings and recommendations contained in the external auditor’s report.

18.2 To review the treatment of internal bank transfers and AGAR accounting figures.

18.3 To consider the classification of staffing-related payments, including homeworking allowances.

18.4 To review the accuracy of comparative figures and supporting financial schedules.

18.5 To consider the Council’s arrangements for the exercise of public rights and publication of statutory financial information.

18.6 To review progress against recommendations carried forward from previous audits.

18.7 To review the corrective action plan, including responsible officers and target completion date1

18.8 To recommend any further action required to Full Council.

  1. Financial Reporting and Year-End Timetable

19.1 To review the timetable for regular budget monitoring and financial reporting.

19.2 To consider arrangements for circulating financial information to Councillors in advance of meetings.

19.3 To establish the proposed timetable for preparing the 2026/27 year-end accounts.

19.4 To consider arrangements for the 2026/27 internal audit and AGAR.

19.5 To identify any additional administrative or professional support required.

  1. Asset Register and Financial Liabilities

20.1 To review the Council’s current Asset Register.

20.2 To reconcile asset records with the financial statements and AGAR reporting requirements.

20.3 To identify additions, disposals and assets requiring correction or revaluation for insurance purposes.

20.4 To review anticipated asset maintenance and replacement liabilities.

20.5 To recommend any necessary changes to Full Council.

  1. Risk Management and Financial Risk Assessment

21.1 To review the adequacy of the Council’s financial risk-management arrangements.

21.2 To consider fraud prevention and internal controls.

21.3 To review financial risks associated with Council assets and public facilities.

21.4 To consider financial exposure arising from contractual and statutory obligations.

21.5 To recommend any necessary amendments to the Council’s Risk Management Policy.

  1. Insurance Cover and Financial Exposure

22.1 To review the adequacy of existing insurance cover.

22.2 To consider Public Liability and Employers’ Liability arrangements.

22.3 To review buildings, equipment and other insured assets.

22.4 To consider insurance arrangements for volunteers and community activities.

22.5 To review insurance requirements associated with Chapel Furlong and the Recreation Ground.

22.6 To consider anticipated insurance costs for 2027/28.

  1. Recommendations to Full Council

To agree the recommendations arising from the meeting, including:

23.1 Draft budget for 2027/28.

23.2 Proposed precept for 2027/28.

23.3 General and earmarked reserves.

23.4 Capital projects and maintenance expenditure.

23.5 Financial Regulations and risk-management arrangements.

23.6 External audit corrective actions.

23.7 Any other financial recommendations arising from the Committee’s consideration of the published agenda.

  1. Date of Next Finance Committee Meeting

To consider the date of the next Finance Committee meeting.

 

 

NOTICE OF ORDINARY MEETING OF THE PARISH COUNCIL Wednesday 28 October 2026 at 7.00 pm

UPTON PARISH COUNCIL

NOTICE OF ORDINARY MEETING OF THE PARISH COUNCIL

Wednesday 28 October 2026 at 7.00 pm
Upton Village Hall, Upton, Oxfordshire

Date of Notice: 23rd October 2026

To: All Members of Upton Parish Council

You are hereby summoned to attend an Ordinary Meeting of Upton Parish Council, to be held at Upton Village Hall on Wednesday 28 October 2026 at 7.00 pm, for the purpose of transacting the business set out in the agenda below.

Members of the public and press are welcome to attend. To assist with seating arrangements, attendees are encouraged to contact the Clerk in advance.

Benjamin Shaw
Clerk & Responsible Financial Officer
Upton Parish Council
parish.clerk@uptonparishcouncil.gov.uk

AGENDA

  1. Apologies for Absence

To receive apologies for absence.

  1. Declarations of Interest

To receive declarations of disclosable pecuniary interests and other relevant interests relating to items on the agenda, and to consider any requests for dispensations.

  1. Approval of Previous Meeting Minutes

3.1 To consider and approve the minutes of the Ordinary Parish Council meeting held on Wednesday 30 September 2026.

3.2 To receive the minutes or recommendations of the Finance Committee meeting held on 25 October 2026, if available.

  1. Matters Arising and Outstanding Actions from Previous Meetings

To receive progress reports on matters previously considered by the Council and determine whether further action is required.

4.1 External Audit 2025/26 – Benjamin Shaw, Clerk & RFO

To receive an update on the implementation of the external auditor’s recommendations, including improvements to financial reporting, reconciliation procedures, AGAR preparation and the annual compliance timetable.

4.2 Recreation Ground and Playground Maintenance – Cllr Yates

To receive an update on outstanding playground maintenance, the swing beam, cableway inspection and any outstanding insurance or professional assessment matters.

4.3 Recreation Ground Storage Container – Cllr Head & Yates

To receive an update on planning enquiries, advice from Vale of White Horse District Council and the proposed delivery and installation arrangements.

4.4 Information Technology, Website and Document Management – Cllr Head

To receive an update on the Council’s website, email systems, document-management arrangements, provider comparisons and proposed compliance improvements.

4.5 Chapel Furlong – Cllr Head

To receive an update on the Chapel Furlong working group’s activities, proposed community engagement, land-management arrangements and future planning considerations.

4.6 Village Survey and Community Engagement – Cllr Yates

To receive an update on the progress of the village survey and the work undertaken by the authorised volunteers.

4.7 Council Meeting Calendar –Clerk & RFO

To confirm that the Council’s published meeting calendar has been reviewed and updated to reflect the agreed meeting dates.

  1. Open Forum – Public Participation

To receive representations from members of the public on matters relevant to the Parish Council.

Maximum 15 minutes, normally limited to three minutes per speaker.

  1. District Councillor’s Report

To receive a report from the District Councillor, including updates on planning, enforcement, Wattle Cottage Farm and other relevant district matters.

  1. County Councillor’s Report

To receive a report from the County Councillor, including highway maintenance, village entrance gates, funding opportunities and other relevant county matters.

FINANCE AND ADMINISTRATION

  1. Bank Balances and Financial Position

8.1 To receive the Treasurer Account balance as at 30 September 2026 – £33062.70.

8.2 To receive the Business Bank Instant Account balance as at 30 September 2026 – £21698.15.

8.3 To note the Council’s total available funds – £54760.85.

8.4 To receive any significant updates to the Council’s financial position.

  1. Payments and Receipts

9.1 To receive the schedule of payments and receipts for September 2026.

Transaction Date Transaction Description Debit Amount Credit Amount
28.09.2026 Microsoft 10.3  
24.09.2026 Staff Costs 1134.33  
15.09.2026 Bank Charges 4.25  
15.09.2026 PCC Donation   1500
15.09.2026 Mobile 8.56  
03.09.2026 Precept   188730

9.2 To receive details of income, donations and other receipts. PCC donation from the village Fete and Precept

  1. Councillor and Clerk Expenses

10.1 To receive and consider any submitted councillor or Clerk expense claims, including mileage and reimbursable expenditure, with supporting receipts where applicable; to approve eligible claims in accordance with the Council’s adopted policies and Financial Regulations.

  1. Banking and Payment Authorisation

To confirm the Council’s payment authorisers for the forthcoming period.

  1. Bank Reconciliation

12.1 To receive the bank reconciliation to 30 September 2026 and to approve the reconciliation in accordance with the Council’s adopted Financial Regulations.

  1. Quarterly Budget Monitoring – 2026/27

13.1 To receive the budget monitoring report for the three month and six months ending 30 September 2026.

13.2 To consider income and expenditure against the approved budget.

13.3 To review significant variances and the projected year-end position.

13.4 To consider recommendations from the Finance Committee.

  1. Finance Committee Recommendations – 2027/28 Budget and Precept

To receive the recommendations arising from the Finance Committee meeting scheduled for 25 October 2026.

14.1 Draft income and expenditure estimates for 2027/28.

14.2 Staffing and administration costs.

14.3 Grounds maintenance, playground inspections and contractual commitments.

14.4 General and earmarked reserves.

14.5 Capital expenditure and asset replacement priorities.

14.6 Chapel Furlong and Recreation Ground financial commitments.

14.7 Proposed precept for 2027/28 and its estimated impact on Band D households, where the necessary information is available.

14.8 To consider adoption of the proposed budget and precept or determine any further work required before formal approval.

  1. External Audit 2025/26 – Corrective Action Plan

15.1 To receive the current corrective action plan.

15.2 To review progress on the auditor’s recommendations.

15.3 To consider the proposed annual AGAR compliance timetable.

15.4 To approve any additional actions required to strengthen financial governance and accountability.

  1. Asset Register

16.1 To receive the updated Asset Register for 2026/27.

16.2 To consider the recommendations arising from the Finance Committee’s review.

16.3 To review any corrections to ownership records, asset descriptions and historic acquisition values.

16.4 To consider approval of the updated Asset Register.

  1. Financial Regulations, Risk Management and Insurance

17.1 To consider recommendations from the Finance Committee concerning the Council’s Financial Regulations.

17.2 To review financial risk-management arrangements.

17.3 To consider insurance arrangements for Council assets, public facilities and volunteers.

17.4 To approve any necessary amendments or further actions.

VILLAGE MATTERS

  1. Recreation Ground and Play Area

18.1 To receive an update on the condition and maintenance of the Recreation Ground and playground.

18.2 To consider the outstanding swing beam repair or replacement.

18.3 To receive an update on the cableway, including professional assessments, remedial requirements and the continued closure of the equipment.

18.4 To consider any further inspections, repairs or replacement equipment required.

18.5 To review the maintenance of playground safety surfacing.

18.6 To consider external funding opportunities, including the County Councillor Priority Fund.

18.7 To approve any further actions or expenditure within the Council’s authority.

  1. Recreation Ground Storage Container

19.1 To receive an update from Cllr Peter Head concerning planning guidance.

19.2 To consider whether further planning approval or a Lawful Development Certificate is required.

19.3 To review delivery and installation arrangements.

19.4 To determine the next steps.

  1. Village Survey and Community Engagement

20.1 To receive an update on the village survey.

20.2 To consider distribution arrangements and the proposed timetable.

20.3 To review arrangements for analysing and reporting residents’ responses.

20.4 To agree any further actions required.

  1. Tree at Cornerways, Church Street

21.1 To receive an update on enquiries concerning ownership and maintenance responsibility.

21.2 To consider any information received concerning tree protection or safety.

21.3 To determine whether further enquiries or professional advice are required.

  1. Village Maintenance and Volunteer Support

22.1 To review outstanding village maintenance matters.

22.2 To consider the offer of assistance from the Rapid Relief Team concerning a community litter pick.

22.3 To consider suitable areas for litter collection.

22.4 To review proposed insurance, risk assessment and waste disposal arrangements.

22.5 To determine whether the Council wishes to support the proposed activity, subject to appropriate safeguards.

PLANNING AND LOCAL GOVERNMENT

  1. Planning Applications

To consider planning applications received from Vale of White Horse District Council and agree any representations.

23.1

Ref: P26/V4614/HH

Proposal: Erection of a detached garage with ancillary accommodation.

Location: Dulcina Newmans Close Upton Didcot OX11 9JA

23.2 Application Reference:P26/V4375/DIS

Location: Skippets Stables

Dene Hollow

Chilton

OX11 0SN

Proposal: Discharge of condition(s) 3 (Surface water drainage details), 4 (Foul water drainage details), 5 (Land contamination details), 6 (Tree protection details), 7 (CEMP: Biodiversity), 8 (Photographic schedule of materials), 9 (Landscaping scheme) and 10 (Biodiversiry enhancements) on planning application P25/V1051/FUL.

  1. Wattle Cottage Farm – Planning Appeals

24.1 To receive an update following the Planning Inspectorate hearing scheduled for 6 October 2026.

24.2 To consider any further correspondence or procedural developments.

24.3 To determine whether any further Parish Council action is required.

  1. Councillor Vacancy

25.1 To receive an update on the current vacancy.

25.2 To consider expressions of interest, if any, subject to the statutory co-option requirements.

25.3 To consider further publicity or recruitment arrangements.

  1. Local Government Reorganisation

26.1 To receive any relevant updates concerning local government reorganisation in Oxfordshire.

26.2 To determine whether any further action is required.

  1. North Wessex Downs National Landscape and Neighbourhood Planning

27.1 To receive an update from Cllr Peter Head on liaison with the North Wessex Downs National Landscape team, where available.

27.2 To consider any relevant planning or landscape protection developments.

27.3 To receive an update on preliminary enquiries concerning a potential Neighbourhood Development Plan.

27.4 To determine whether further action is required.

GOVERNANCE AND COMMUNICATIONS

  1. Information Technology and Website

28.1 To receive an update from Cllr Peter Head on the Council’s website, email and document-management arrangements.

28.2 To consider the provider options appraisal and compliance gap analysis.

28.3 To review website accessibility, security, records management and statutory publication requirements.

28.4 To consider any proposed expenditure or migration arrangements.

28.5 To determine the next steps.

  1. Contributions to Upton News

29.1 To consider proposed updates concerning Council projects, Recreation Ground matters and community engagement.

29.2 To consider appropriate acknowledgement of volunteers and community organisations.

  1. Council Meeting Schedule

30.1 To review the remaining Council meeting dates for 2026/27.

30.2 To consider the timetable for budget approval, precept determination and year-end reporting.

30.3 To confirm that the published meeting calendar is accurate.

  1. To consider a formal request from Upton Village Hall Amenities Trust (UVHAT) for permission to install a soakaway within the Parish Council-owned Recreation Ground to improve the drainage of rainwater from the Village Hall roof.

The proposed works include:

  1. Excavation of a soakaway approximately 1.2 metres deep and 1.5 metres square, situated approximately 5 metres from the Village Hall.
  2. Installation of soakaway crates, geotextile membrane, shingle and associated drainage pipework.
  3. Disposal of approximately one tonne of excavated material along an agreed boundary of the Recreation Ground.
  4. Reinstatement of the affected ground following completion.

A quotation of £1,750 has been provided by local contractor Luke James, with the works expected to take approximately one day. The quotation and supporting proposal have been circulated for consideration.

Council is requested to:

  1. Consider whether to grant landowner permission for the proposed soakaway and associated drainage works.
  2. Review the proposed location, excavation arrangements, disposal of spoil and reinstatement of the Recreation Ground.
  3. Consider the adequacy of the proposed risk assessment, method statement, underground services checks, contractor insurance and public safety arrangements.
  4. Confirm that UVHAT will be responsible for all installation, reinstatement, ongoing maintenance and future remedial costs, including any ground settlement or subsidence.
  5. Consider arrangements for notifying residents of the proposed works, including anticipated dates and times.
  6. Resolve whether to grant permission, subject to appropriate conditions and satisfactory supporting documentation, or defer the decision pending further information.

Financial implications: No expenditure is proposed from Parish Council funds. All costs are expected to be met by UVHAT, subject to written confirmation.

 

  1. Date of Next Meeting

To confirm the date, time and venue of the next Ordinary Meeting of Upton Parish Council.

Notice of the Finance Committee Meeting and Agenda of 25.10.2026

UPTON PARISH COUNCIL

FINANCE COMMITTEE MEETING

Sunday 25 October 2026 at 4.00 pm
Meeting Room, Upton Village Hall

Date of Notice: 20th October 2026

To: All Members of the Finance Committee

You are hereby summoned to attend a meeting of Upton Parish Council’s Finance Committee, to be held in the Meeting Room, Upton Village Hall, on Sunday 25 October 2026 at 4.00 pm, to consider the business set out in the agenda below.

Members of the public and press are welcome to attend. Anyone intending to attend is encouraged to contact the Clerk in advance to assist with seating arrangements.

Benjamin Shaw
Clerk & Responsible Financial Officer
Upton Parish Council

AGENDA

  1. Apologies for Absence

To receive and consider apologies for absence.

  1. Election of Chair of the Finance Committee

To elect a Chair of the Finance Committee, if required under the Committee’s adopted Terms of Reference.

  1. Declarations of Interest

To receive declarations of disclosable pecuniary interests and other relevant interests relating to items on the agenda.

  1. Approval of Previous Finance Committee Minutes

To consider and approve the minutes of the Finance Committee meeting held on 15 October 2025 as an accurate record, subject to confirmation that these are the most recent minutes requiring approval.

  1. Matters Arising and Outstanding Actions

To review progress against actions and recommendations arising from previous Finance Committee meetings.

  1. Public Participation

To provide an opportunity for members of the public to raise matters relevant to the Committee’s financial responsibilities, in accordance with the Council’s adopted procedures.

  1. Finance Committee Terms of Reference

7.1 To review the Committee’s adopted Terms of Reference.

7.2 To consider the Committee’s delegated financial responsibilities and reporting arrangements.

7.3 To recommend any necessary amendments to Full Council for approval.

  1. Financial Position and Bank Reconciliation – 2026/27

8.1 To receive the latest bank balances for all Council accounts.

8.2 To review the cashbook and bank reconciliations.

8.3 To review outstanding payments, receipts and financial commitments.

8.4 To consider the adequacy of supporting financial records and reporting arrangements.

8.5 To identify any discrepancies or outstanding reconciliation matters requiring further investigation.

  1. Budget Monitoring and Projected Year-End Position – 2026/27

9.1 To review actual receipts against the approved budget.

9.2 To review actual payments against the approved budget.

9.3 To consider significant budget variances and supporting explanations.

9.4 To review projected income and expenditure to 31 March 2027.

9.5 To identify anticipated overspends, underspends and emerging financial pressures.

9.6 To recommend any necessary changes to expenditure priorities for consideration by Full Council.

  1. Preparation of Draft Budget – 2027/28

To consider the Council’s financial requirements for the period 1 April 2027 to 31 March 2028.

10.1 Estimated income, including precept, interest, grants, donations and other receipts.

10.2 Estimated expenditure on administration and routine services.

10.3 Recreation Ground maintenance and operating expenditure.

10.4 Village infrastructure and asset maintenance.

10.5 Staffing and employment costs.

10.6 Regular contractors and contractual commitments.

10.7 Insurance, professional fees, subscriptions and training.

10.8 Inflation, contingency provisions and anticipated cost increases.

10.9 Proposed new projects and expenditure priorities.

10.10 Preparation of a draft budget for recommendation to Full Council.

  1. Medium-Term Financial Forecast

11.1 To consider a three-year financial forecast covering 2027/28 to 2029/30.

11.2 To assess the anticipated effect of inflation, contractual obligations and maintenance requirements.

11.3 To consider the affordability of proposed capital projects.

11.4 To identify potential future pressures on the precept and reserves.

  1. Banking Arrangements and Recurring Payments

12.1 To review the Council’s banking arrangements and interest-bearing accounts.

12.2 To review existing standing orders, including Microsoft 365.

12.3 To review direct debits, including Tesco Mobile.

12.4 To review other recurring payments and subscriptions.

12.5 To consider payment authorisation procedures and banking controls.

12.6 To identify any unnecessary expenditure or opportunities to reduce recurring costs.

  1. VAT Accounting and Recovery

13.1 To review VAT expenditure recorded during 2026/27.

13.2 To review the status of VAT recovery claims submitted to HMRC.

13.3 To identify any outstanding VAT claims.

13.4 To consider the adequacy of VAT records and supporting invoices.

13.5 To review any relevant VAT implications associated with proposed projects and expenditure.

  1. Existing Financial Commitments and Contracts

14.1 To review the Council’s existing contractual commitments.

14.2 To review grounds maintenance arrangements and anticipated costs.

14.3 To review annual and routine playground inspection costs.

14.4 To consider insurance premiums, professional fees and other recurring obligations.

14.5 To identify contracts approaching renewal and any procurement requirements.

14.6 To consider financial provision for grants and community contributions.

  1. Staffing Budget and Employment Costs

15.1 To review current contractual staffing expenditure and budgeted working hours.

15.2 To consider applicable NALC/NJC pay scales and agreed or anticipated pay awards.

15.3 To review employer National Insurance and pension obligations, where applicable.

15.4 To consider overtime arrangements and budget provision.

15.5 To consider training and professional development expenditure.

15.6 To recommend the staffing budget provision required for 2027/28.

  1. Council Reserves and Earmarked Funds

16.1 To review the Council’s current general reserves.

16.2 To review existing earmarked reserves and their designated purposes.

16.3 To identify restricted funds and any associated conditions.

16.4 To consider reserve requirements for asset replacement and unforeseen expenditure.

16.5 To review the financial provision required for ongoing maintenance liabilities.

16.6 To recommend an appropriate level of general and earmarked reserves for 2027/28.

  1. Chapel Furlong – Financial Position and Future Commitments

17.1 To review the financial position following the acquisition of Chapel Furlong.

17.2 To review expenditure incurred and any outstanding financial commitments.

17.3 To identify any remaining restricted or earmarked funds associated with the land.

17.4 To consider anticipated maintenance, insurance and land-management costs.

17.5 To consider potential costs associated with future community use and development proposals.

17.6 To identify opportunities for grants and external funding.

17.7 To recommend appropriate budget and reserve provisions for 2027/28.

  1. Recreation Ground – Maintenance and Capital Replacement Programme

18.1 To review anticipated expenditure on playground maintenance and repairs.

18.2 To consider financial provision for the swing beam and cableway, subject to professional assessments and any relevant insurance matters.

18.3 To review playground safety surfacing requirements.

18.4 To consider annual inspection and maintenance expenditure.

18.5 To consider expenditure associated with the Recreation Ground storage container.

18.6 To develop a three-to-five-year maintenance and equipment replacement forecast.

18.7 To recommend appropriate capital and maintenance budget allocations.

  1. Other Capital Projects and Asset Maintenance

19.1 To identify other proposed capital projects for 2027/28.

19.2 To review anticipated repairs and replacement of Council assets.

19.3 To consider village infrastructure, street furniture and other physical assets.

19.4 To prioritise proposed expenditure according to need, affordability and available funding.

19.5 To recommend capital expenditure priorities to Full Council.

  1. Grants, Donations and External Funding

20.1 To review existing grants and donations received.

20.2 To consider opportunities for external funding towards Council projects.

20.3 To review any outstanding grant applications.

20.4 To consider whether budget provision should be made for outgoing community grants.

20.5 To identify projects that may qualify for external funding before committing precept income.

  1. Proposed Precept – 2027/28

21.1 To consider the proposed budget for 2027/28.

21.2 To review the Council’s projected year-end balances and reserves requirements.

21.3 To consider the council tax base supplied by Vale of White Horse District Council, when available.

21.4 To compare alternative precept scenarios.

21.5 To consider the estimated Band D council tax impact of each scenario.

21.6 To agree a recommended precept for submission to Full Council for formal consideration and approval.

  1. Financial Regulations and Internal Financial Controls

22.1 To review the Council’s adopted Financial Regulations.

22.2 To consider financial authorisation and payment procedures.

22.3 To review procurement requirements and expenditure controls.

22.4 To consider budget monitoring and reporting arrangements.

22.5 To identify any amendments required following audit recommendations or changes in legislation or guidance.

22.6 To recommend any proposed amendments to Full Council.

  1. External Audit 2025/26 – Findings and Corrective Action Plan

23.1 To review the findings and recommendations contained in the external auditor’s report.

23.2 To review the treatment of internal bank transfers and AGAR accounting figures.

23.3 To consider the classification of staffing-related payments, including homeworking allowances.

23.4 To review the accuracy of comparative figures and supporting financial schedules.

23.5 To consider the Council’s arrangements for the exercise of public rights and publication of statutory financial information.

23.6 To review progress against recommendations carried forward from previous audits.

23.7 To review the corrective action plan, including responsible officers and target completion dates.

23.8 To recommend any further action required to Full Council.

  1. Financial Reporting and Year-End Timetable

24.1 To review the timetable for regular budget monitoring and financial reporting.

24.2 To consider arrangements for circulating financial information to Councillors in advance of meetings.

24.3 To establish the proposed timetable for preparing the 2026/27 year-end accounts.

24.4 To consider arrangements for the 2026/27 internal audit and AGAR.

24.5 To identify any additional administrative or professional support required.

  1. Asset Register and Financial Liabilities

25.1 To review the Council’s current Asset Register.

25.2 To reconcile asset records with the financial statements and AGAR reporting requirements.

25.3 To identify additions, disposals and assets requiring correction or revaluation for insurance purposes.

25.4 To review anticipated asset maintenance and replacement liabilities.

25.5 To recommend any necessary changes to Full Council.

  1. Risk Management and Financial Risk Assessment

26.1 To review the adequacy of the Council’s financial risk-management arrangements.

26.2 To consider fraud prevention and internal controls.

26.3 To review financial risks associated with Council assets and public facilities.

26.4 To consider financial exposure arising from contractual and statutory obligations.

26.5 To recommend any necessary amendments to the Council’s Risk Management Policy.

  1. Insurance Cover and Financial Exposure

27.1 To review the adequacy of existing insurance cover.

27.2 To consider Public Liability and Employers’ Liability arrangements.

27.3 To review buildings, equipment and other insured assets.

27.4 To consider insurance arrangements for volunteers and community activities.

27.5 To review insurance requirements associated with Chapel Furlong and the Recreation Ground.

27.6 To consider anticipated insurance costs for 2027/28.

  1. Recommendations to Full Council

To agree the recommendations arising from the meeting, including:

28.1 Draft budget for 2027/28.

28.2 Proposed precept for 2027/28.

28.3 General and earmarked reserves.

28.4 Capital projects and maintenance expenditure.

28.5 Financial Regulations and risk-management arrangements.

28.6 External audit corrective actions.

28.7 Any other financial recommendations arising from the Committee’s consideration of the published agenda.

  1. Date of Next Finance Committee Meeting

To consider the date of the next Finance Committee meeting.

Minutes of the meeting of the Parish Council 30.09.2026

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.

 

  1. Apologies for Absence

No apologies for absence had been received.

RESOLVED: To note that no apologies for absence had been received.

  1. Declarations of Interest

Members were invited to declare any interests in matters on the agenda.

No declarations of interest were made.

  1. 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.

  1. 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.

  1. 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.

 

  1. 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.

  1. 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.

  1. 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.

  1. 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.

  1. 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.

  1. 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.

  1. 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.

  1. 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

 

Meeting Dates 2026/2027

UPTON PARISH COUNCIL
Meeting Dates 2026-2027

All meetings will be held in the small meeting room in the village hall unless otherwise stated

Meeting Date / Time
Full Parish Council Meeting Wednesday 24th June 2026, 7pm
Full Parish Council Meeting Wednesday 29th July 2026, 7pm
Full Parish Council Meeting Wednesday 30th September 2026, 7pm
Personnel Committee Meeting Wednesday 7th October 2026 7pm
Finance Committee Meeting Wednesday 25th October 2026, 4pm
Full Parish Council Meeting Wednesday 28th October 2026, 7pm
Full Parish Council Meeting Wednesday 25th November 2026, 7pm
Full Parish Council Wednesday 27th January 2027, 7pm
Full Parish Council Wednesday 24th February 2027, 7pm
Full Parish Council Wednesday 31st March 2027, 7pm
Full Parish Council Wednesday 28th April 2027, 7pm
Annual General Parish Council Meeting Wednesday 26th May 2027, 7pm
   
   

 

Note:

  • There is no Parish Council meeting in August or December.
  • All meetings are face to face and will be conducted in a manner in which all present feel comfortable.
  • Residents are welcome to attend any meeting but are asked to inform the Clerk in advance as there may be seating restrictions.
  • Meeting agendas are published on the Parish Council noticeboard and the Upton Village website, Parish Council pages.

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.

 

Minutes of the meeting of the Parish Council 29.07.2026 deferred to 12.08.2026

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

  1. 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.

  1. Declarations of Interest

No declarations of interest were received.

  1. 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.

  1. Open Forum

No members of the public were present.

  1. 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.

  1. 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.

 

  1. 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.

 

  1. Village Matters

8.1 Recreation Ground

  1. Weekly Playground Inspections

The Council received confirmation that the weekly playground inspection records were up to date.

NOTED.

  1. 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.

  1. 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.

  1. 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

  1. Completion of Land Purchase

The Council confirmed that the purchase of Chapel Furlong had completed.

NOTED.

  1. 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.

  1. 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.

  1. 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.

  1. Planning

9.1 Planning Applications

  1. 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.

  1. 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.

  1. 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.

  1. 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.

  1. 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.

 

  1. 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.

 

  1. 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.

Minutes of the meeting of the Parish Council 24.06.2026

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.

 

  1. Apologies for Absence

There were no apologies received.

  1. Declarations of Interest

No declarations of interest were made.

  1. 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.

  1. 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.

  1. 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.

  1. Village Matters

6.1 Recreation Ground

  1. 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.

 

  1. 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.

  1. Action Plan Arising from RoSPA Inspection

Deferred pending receipt of the July inspection report.

  1. 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.

  1. 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.
  1. 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.

  1. 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.

  1. 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.

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]

 

 

NOTICE OF MEETING CANCELLATION

NOTICE OF MEETING CANCELLATION

The Meeting of Upton Parish Council scheduled to be held in the Small Meeting Room at Upton Village Hall on:

Wednesday 29th July 2026 at 19:00

has been cancelled due to insufficient Members being available to achieve quorum owing to illness.

A further notice will be issued in due course confirming arrangements for a rearranged meeting.

Signed,

Benjamin Shaw
Clerk to Upton Parish Council
parish.clerk@uptonparishcouncil.gov.uk