UPTON PARISH COUNCIL

Minutes of the Parish Council Meeting
Held at the Small Meeting Room, Upton Village Hall
On Wednesday 25 March 2026 at 19:00

Present:

Cllr Peter Head

Cllr Chris Seelig

Cllr Francoise Yates

UVHAT Representatives

Brendan Heneghan

Adrew Dyson

In Attendance:

Benjamin Shaw – Clerk & Responsible Financial Officer
Members of the Public:

Mrs Emma Watts-Lay

 

Before proceeding to the business of the meeting, the Chair noted several numbering errors in the issued agenda.

Resolved: that the following corrections be made to the record to ensure legal clarity: ‘Village Hall Matters’ shall be treated as Item 4, and ‘Minutes of the Last Meeting’ as Item 4A. Since item 9 is missing we will skip to item 10. Further, we have two “item 10.2 so ‘Website Publication’ shall be recorded as Item 10.2 and ‘Domain Registration’ as Item 10.3.

 

1. Apologies for Absence

Apologies for absence were received from:
Cllr David Beckles

Cllr Matthew Talbot

The reasons for absence were considered.

Resolved: That the apologies for absence be accepted and the reasons approved.

 

2. Declarations of Interest

None declared

 

3. Public Participation

The Chair invited members of the public to address the Council.

Wattle Farm Planning Objection

Mrs Watts-Lay expressed appreciation on behalf of residents for the Parish Council’s work in preparing the objection to the Wattle Farm planning application. It was noted that residents recognised the significant time commitment involved, including work undertaken during evenings and weekends.

The Council acknowledged the comments.

Chapel Furlong Land Purchase – Progress Update

Emma requested an update regarding progress with the Chapel Furlong land purchase, particularly in relation to the solicitor’s position.

A response was provided on behalf of the Council, noting that:

• Progress has been delayed due to the involvement of three separate beneficiaries, each acting independently.
• One beneficiary has appointed an additional intermediary, increasing complexity.
• One of the two trustees acting for the estate has passed away, requiring the appointment of a new trustee before legal progress can continue.
• Communication has therefore been limited and progress slow despite continued efforts to pursue the matter.

Request for Public Communication

It was requested that a short, written summary of the Chapel Furlong situation be provided to enable clear communication with residents.

Action: Clerk to prepare and circulate a written update for Upton News.

Village Hall Drainage / Soakaway (Agenda Item 4.2)

Mr Dyson raised an issue regarding drainage and works potentially affecting Parish Council land.

The Chair confirmed that this matter would be addressed under Agenda Item 4.2 (Soakaway Proposal) to ensure proper consideration and governance.

 

4. Village Hall Matters

 

4.1 Overflow Car Park

The Council considered the proposed development of an overflow car park as a continuation of a previously discussed (legacy) project.

Members discussed:

• The ongoing but intermittent need for additional parking during large events at the Village Hall
• The lack of recent operational issues due to the overflow car park not being in use
• The importance of understanding feasibility, cost, and design options before committing to any works
• Potential funding opportunities available to the Upton Village Hall Amenities Trust (UVHAT), noting their charitable status
• The need to explore different construction options and scales of provision

It was agreed that further detailed information is required before any decision can be made.

Resolved:
That Cllr Chris Seelig will:

• Work in collaboration with relevant parties (including UVHAT where appropriate)
• Investigate feasible options for an overflow car park, including:
  • Site options and layout
  • Indicative costs and quotations
  • Planning and legal considerations
  • Potential funding opportunities
• Present a report with a range of options (including the option to take no further action) to the Council at the May 2026 meeting

Proposed: Cllr Chris Seelig
Seconded: Cllr Peter Head
Resolved: Unanimous

 

4.2 Soakaway Proposal (Village Hall Drainage)

The Council considered a proposal relating to drainage improvements at the Village Hall, including the installation of downpipes and a soakaway system, potentially affecting Parish Council-owned land.

Members discussed:

• The requirement to formally establish land ownership and obtain permission for any works on Parish Council land
• The need for a formal written request from UVHAT
• Legal and liability considerations, including:
  • Public safety during works
  • Insurance and indemnity arrangements
  • Responsibility for future maintenance and repairs
• The need for technical details, including:
  • Site plans showing the proposed location of works
  • Method statements
  • Confirmation of compliance with relevant regulations
• The importance of ensuring appropriate safeguards are in place to protect Parish Council assets and limit future liabilities

It was agreed that the Council is supportive in principle but cannot make a formal decision without further information.

Resolved:
That the decision be deferred pending receipt of:

• A formal written request
• Detailed plans and specifications
• Confirmation of legal, insurance, and maintenance arrangements

The Council noted that it is minded to approve, subject to satisfactory information being provided.

Proposed: Cllr Peter Head
Seconded: Cllr Francoise Yates
Resolved: Unanimously

 

The chair addressed the ongoing management of the recreation ground asset specifically the bollard keys and the shed code. After discussion it was agreed that the Clerk and Cllr Seelig are asked to compile a register of current key holders and draft an Access and Equipment Policy to ensure a clean audit trail for Council assets,

This policy shall define the protocols for the management of keys, the authorised use of Council equipment, and a schedule for asset inspections, with a draft to be presented for approval at the April meeting.

 

4A Minutes

Resolved:
The minutes of the meeting held on 25 February 2026 be deferred for approval

• Item 9.1 be amended to reflect the wording previously circulated by Cllr Peter Head
• The amended minutes be presented for formal approval at the next meeting

Action: Clerk to revise and re-circulate minutes

 

5  Planning Matters

5.1 Planning Applications for Consideration

The Council considered the following planning applications:

1. a) Application Ref: P26/V0126/HH – Amendment No.1

Location: Eventurer, Prospect Road, Upton

Members reviewed the amended plans and noted that:

• The proposed changes were relatively minor in nature
• There were no significant concerns regarding parking, scale, or impact on neighbouring properties
• Any impact on light was considered minimal and not materially harmful

Resolved:
That the Parish Council submits a response of No Objection.

Proposed: Cllr Yates
Seconded: Cllr Peter Head
Resolved: Unanimous

Action: Clerk to submit response to the Local Planning Authority

 

1. b) Application Ref: P26/V0555/AG

Location: Land at Dene Hollow, Chilton

Members considered the proposal for an agricultural barn and discussed:

• The stated agricultural use of the building, though some uncertainty remained regarding its scale and potential use
• Potential highways and traffic implications, particularly in relation to surrounding rural routes
• The site’s proximity to sensitive landscape areas, including considerations relating to the North Wessex Downs
• Concerns regarding lighting and visual impact, including the need to preserve dark skies
• The importance of appropriate materials, colour scheme, and lighting controls (e.g. cowling, timers)

Members also noted the benefit of informing the neighbouring parish (Chilton Parish Council) due to potential cross-boundary impacts.

Resolved:
That the Parish Council submits an Objection, including concerns relating to:

• Visual and landscape impact
• Lighting and dark skies considerations
• Potential traffic implications

And that the response be shared with Chilton Parish Council for awareness.

Proposed: Cllr Yates
Seconded: Cllr Seelig
Resolved: Unanimous

Action:

• Clerk to submit objection via the planning portal
• Clerk to copy response to Chilton Parish Council

 

5.2 Planning Amendments

Application Ref: P25/V2762/FUL – Amendment No.1

Location: Land at Wattle Cottage Farm, Prospect Road, Upton

Members reviewed the submitted amendments and noted that:

• The changes did not materially alter the application
• Previous concerns raised by the Parish Council had not been substantively addressed
• No new material considerations were identified that would warrant an amended response

Resolved:
That the Parish Council reaffirms its previous objection, with no additional comments submitted at this stage.

 

6.3 Planning Decisions Noted

The following planning decisions from the Local Planning Authority were noted:

• Application Ref: P26/V0082/HH
  Proposal: Domestic works (Conifers, Stream Road)
  Decision: Approved
• Application Ref: P25/V2722/S73
  Proposal: Variation of condition
  Decision: Approved

Resolved:
That the above planning decisions be noted.

 

6. Reports

 

6.1 County Councillor Report

The Council noted that the County Councillor had submitted apologies for absence and was not in attendance.

6.2 District Councillor Report

The Council noted that the District Councillor was not in attendance and no report had been received.

 

7. Governance

7.1 Standing Orders

The Clerk advised that the Standing Orders circulated to Members were the latest NALC model version, updated for current governance requirements. The Clerk further advised that adoption before the end of the financial year was recommended in order to support audit compliance and avoid the Council remaining out of date.

Members expressed concern that the documents had only recently been circulated and that there had been insufficient time for detailed review. It was noted, however, that:

• the version presented was the current standard model,
• it did not prevent further review or amendment by the Council,
• and any locally required amendments could be considered at a future meeting.

Members agreed that, on the basis of the Clerk’s advice and to maintain compliance, the Standing Orders should be adopted now and reviewed again in the new financial year.

Resolved:
That the Council adopts the Standing Orders as circulated, being the current NALC model version, on the basis of the Clerk’s advice regarding compliance and audit requirements, with a further review to take place during the 2026/27 municipal year.

Proposed: Cllr Peter Head
Seconded: Cllr Yates
Resolved: Unanimously

 

7.2 Financial Regulations

The Clerk advised that the Financial Regulations circulated were also based on the current NALC recommended template, updated to reflect current governance expectations.

Members again noted concern regarding the limited time available for review, but accepted the Clerk’s advice that adoption of the updated model was the most appropriate course to maintain compliance, with the opportunity to revisit the document in fuller detail at a later meeting.

Resolved:
That the Council adopts the Financial Regulations as circulated, being the current NALC model version, on the basis of the Clerk’s advice, with a further review to take place during the 2026/27 financial year.

Proposed: Cllr Peter Head
Seconded: Cllr Seelig
Resolved: Unanimously

 

7.3 Asset Register

The Council considered the Asset Register.

The Clerk advised that:

• the only additions during the current financial year were the laptop and printer,
• no assets had been disposed of during the year,
• and, on advice sought from OALC, the least risky course was to adopt the current register for year-end purposes and undertake a fuller review during 2026/27 using an improved template.

Members raised concerns regarding the historic quality and detail of the register, including ambiguity in some asset descriptions and the desirability of a fuller asset verification exercise. It was agreed that a more detailed review would be required in the new financial year, including clearer descriptions and supporting photographic records where appropriate.

Resolved:
That the Council approves the current Asset Register for the 2025/26 year-end position, noting that:

• the only additions in-year were the laptop and printer,
• no disposals had taken place,
• and a full review of the Asset Register will be undertaken in 2026/27 in accordance with OALC advice and improved governance practice.

Proposed: Cllr Peter Head
Seconded: Cllr Chris Seelig
Resolved: Unanimously

Action: Full review of Asset Register to be scheduled for May 2026 / 2026–27 governance review.

 

7.4 Risk Management

The Council considered the Risk Assessment and Risk Management arrangements.

The Clerk advised that the document presented was the current standard format and recommended that it be adopted now in order to ensure governance compliance, with Members retaining the ability to review and amend the document in the new financial year.

Members accepted that the same rationale applied as for Standing Orders and Financial Regulations, namely that adoption of the current document was preferable to remaining non-compliant at year end.

Resolved:
That the Council approves the Risk Assessment and confirms that appropriate risk management arrangements are in place, subject to further review in 2026/27.

Proposed : Cllr Francoise Yates

Seconded: Cllr Peter Head

Resolved: Unanimously

 

7.5 Insurance

The Council reviewed the Council’s insurance arrangements.

The Clerk advised that there are only a limited number of specialist insurers for parish councils and that Gallagher is one of the recognised providers. Members noted, however, that they would prefer to consider comparative quotations before confirming longer-term arrangements.

Resolved:
That the Clerk be requested to obtain three insurance quotations, where available from suitable providers, and bring these back to a future meeting for consideration.

Proposed: Cllr Francoise Yates
Seconded: Cllr Cllr Peter Head
Resolved: Unanimously

Action: Clerk to obtain comparative insurance quotations.

 

7.6 Internal Auditor

The Council considered the appointment of an Internal Auditor for 2026/27 following Abbott Denton notifying the clerk that they will no longer be doing internal audits for councils.

The Clerk advised that LCC had previously been approached alongside three other providers, and that LCC was the only provider to respond. Members agreed that, in the circumstances, appointment of LCC was appropriate for the forthcoming year, while also confirming that fresh quotations should be sought again for the following audit cycle.

Resolved:
That LCC be appointed as Internal Auditor for the 2025/26 financial year, and that alternative quotations be sought again in advance of the subsequent year.

Proposed: Cllr Peter Head
Seconded: Cllr Seelig
Resolved: Unanimously

 

7.7 Internal Controls

The Council considered the effectiveness of its internal control arrangements.

The Clerk explained that an internal controls checklist should be in place and reviewed regularly as part of good governance practice, but that whilst the council had been in compliance the checks had not historically been carried out in the manner now expected. The document circulated was described as the standard approved template to be used going forward.

Members discussed the distinction between adopting the policy/process for internal controls, It was agreed that the Council was adopting the internal controls framework for use going forward, and not asserting that historic checks had been carried out where they had not.

Resolved:
That the Council adopts the internal controls framework as circulated for use in 2026/27 and confirms its intention that the required checks be carried out in accordance with that process going forward.

Proposed: Cllr Chris Seelig
Seconded: Cllr Francoise Yates
Resolved: Unanimously

 

The Chair raised a procedural point relating to agenda preparation. Following the clerk’s advice it was decided to put this on next month’s agenda.

 

8. Council Assets and Village Matters

8.1 Village Survey

The Council considered the draft Village Survey prepared by the Parish Council Working Group.

It was reported that further review was still taking place, including consideration of specific questions and checks relating to data protection and presentation. It was noted that a further meeting was arranged with Debbie on 30 March 2026 to finalise outstanding points.

Members agreed that the survey should be approved in principle, subject to final review and confirmation before publication, to ensure that:

• the final wording is clear and suitable,
• GDPR considerations are addressed,
• and Members have sight of the final version before printing and distribution.

Resolved:
That the Village Survey be approved in principle, subject to:

• final review following the meeting on 30 March 2026,
• circulation of the final draft to Members by email,
• a short period for Member comment,
• and final confirmation prior to printing and distribution.

Action: Final draft survey to be circulated to Members following the review meeting.

 

8.2 Council Land and Grounds Maintenance

The Council reviewed the current grounds maintenance arrangements following the appointment of Scofell.

It was reported that:

• a further site meeting with Scofell had been arranged for 31 March 2026 at 09:00
• a written service specification / schedule of works was still required,
• and Members wished to ensure that responsibilities for all relevant areas were clearly defined.

Members discussed several areas where responsibility for maintenance remained unclear, including paths and verges where it was uncertain whether maintenance fell to:

• the Parish Council,
• Oxfordshire County Council,
• adjoining landowners,
• Thames Water,
• or another responsible body.

Particular concern was raised that the Parish Council should not assume responsibility, or incur cost, for land or routes that are not within its ownership or remit. It was agreed that further clarification should be sought regarding public rights of way, adopted highways, and riparian responsibilities where relevant.

It was noted that:

• the current maintenance contract relates only to the areas presently identified,
• some additional paths and areas complained about by residents are not included in the current specification,
• and a written schedule is required so that Members and residents can clearly understand what work is and is not covered.

Members also noted the seasonal restrictions relating to hedge cutting and wildlife considerations.

Resolved:
That:

• the update regarding the site meeting with Scofell on 31 March 2026 be noted,
• the Clerk obtain and present a written specification / service level document setting out the areas and works covered under the current grounds maintenance arrangements,
• and further enquiries be made to clarify maintenance responsibility for disputed or uncertain areas.

 

8.3 Machinery Maintenance

The Council received an update regarding maintenance undertaken on Parish Council-owned machinery.

It was reported that:

• maintenance had been arranged with Kalehurst Garden Machinery,
• however, an invoice had not yet been received,
• and a response remained outstanding regarding the position of the strimmer / related equipment discussed.

Resolved:
That the update on machinery maintenance be noted.

 

10 Website and Transparency

10.1 Transparency Code Compliance

The Clerk provided an update on ongoing work to improve the Council’s compliance with statutory transparency and publication requirements.

It was reported that:

• Work is underway to ensure all relevant governance, financial, and statutory documents are correctly published and accessible
• Contact has been made with relevant parties at District and County, with escalation planned if responses are not received within a reasonable timeframe
• Further guidance is being sought, including from OALC, regarding compliance requirements and best practice
• Additional work is required to ensure the Council’s website meets Section 10 transparency expectations and broader statutory obligations

Members discussed the current website arrangements and noted:

• The existing system has been maintained on an informal basis
• A more structured and sustainable solution (e.g. a dedicated content management system) may be required in the longer term

It was also noted that:

• Some domain registrations require urgent attention to prevent loss of access
• A review of existing domains is required, including identifying those still in use and those that can be retired for email.
• Email and domain management arrangements will need to be formalised to ensure clarity, security, and compliance

Resolved:
That:

• the update be noted,
• ongoing work to improve transparency compliance continue,
• and further updates be brought back to Council as progress is made

Action:

• Clerk to continue engagement with relevant bodies and providers
• Clerk to address urgent domain registration issues
• Cllr’s to report back with options for improved website management

 

10.2 Website Publication Issue

The Council considered the issue of Parish Council minutes intermittently disappearing from the website.

It was reported that:

• The issue had been investigated informally, including testing uploads
• At the time of the meeting, documents appeared to be visible on the website
• However, inconsistencies had previously been observed, with documents appearing and later becoming inaccessible

Members noted that:

• This presents a potential risk to transparency and public confidence
• The root cause of the issue has not yet been fully identified
• The issue may relate to the current website platform and its configuration

It was further noted that:

• The current issue may be resolved through longer-term improvements to the website system
• A more robust and managed content system may be required

Discussion also took place regarding email domains and legacy systems associated with the website. Given the complexity and potential implications, Members agreed that further consideration was required before any decisions are made.

 

Resolved:
That:

• the issue be noted,
• monitoring of the website continue,
• and the matter be deferred pending further investigation and consideration of longer-term solutions

 

The payment of domain renewal fees with Krystal was discussed. The clerk was directed to pay the invoices.

 

11 Finance and Administration

 

11.1 Bank Balances

The Council noted the Parish Council’s financial position as at 28 February 2026:

• Community Account: £12,220.87
• Commercial Instant Access Account: £93,314.57
• Total Funds Available: £105,535.44

Resolved:
That the bank balances be noted.

 

11.2 Authorisation of Payments

The Council considered the appointment of Members to authorise payments for the forthcoming month.

It was agreed that:

• Cllr Talbot, Cllr Seelig, and Cllr Beckles will act as payment authorisers

Resolved:
That Cllr Talbot, Cllr Seelig, and Cllr Beckles be appointed as payment authorisers for the forthcoming month.

 

11. 3 Payments for Approval

The Council considered the schedule of payments.

Members reviewed the listed transactions and noted that these were standard and within expected expenditure.

Resolved:
That the payments as listed be approved and authorised for payment.

Proposed: Cllr Head
Seconded: Cllr Seelig
Resolved: Unanimous

 

11.3.1 Expense Claims

The Council considered expense claims submitted.

It was noted that relevant claims had been circulated and allocated appropriately.

Resolved:
That submitted expense claims be approved for reimbursement.

 

11.3.2 Authorisation of Employee Salary Payment

The Council considered the payment of employee salary.

It was confirmed that:

• The salary had previously been approved by Council
• Payment arrangements are in place and within the approved budget
• Administration of payment would be undertaken by Cllr Talbot & Cllr Seelig

Resolved:
That the employee salary payment & be approved, with authority delegated to the RFO to process the PAYE in accordance with prior Council approval.

Resolved: Unanimous

Resolved: That the Clerk’s salary payments be approved to commence effective from 19 March 2026.

 

 

11.4 Receipts

The Council noted the following receipt:

• 09/02/2026 – Interest: £22.32

Resolved:
That the receipt be noted.

 

11.5 Bank Reconciliation

The Council considered the bank reconciliation as at 28 February 2026.

It was noted that:

• The reconciliation had been prepared and circulated
• The accounts balance correctly

Resolved:
That the bank reconciliation be noted and approved

 

11.6 Bank Signatories

The Council reviewed the current bank signatory arrangements.

It was noted that:

• There are currently sufficient authorised signatories in place
• The arrangement remains compliant with Financial Regulations
• Existing signatories will remain in place unless changes are requested

Resolved:
That the current bank signatory arrangements be confirmed as appropriate and compliant.

 

12. Upton News

The Council considered contributions for the next edition of Upton News.

It was agreed that:

• A short update will be prepared on behalf of the Parish Council, including:
  • A summary of recent Council activity
  • Reference to countryside matters and the Council’s position on the Ridgeway proposal
  • Acknowledgement of community engagement and feedback received
• An update will be provided regarding the Chapel Furlong land matter, including the current delay due to legal and administrative issues
• A request will be included seeking a new Transport Representative, particularly encouraging interest from residents who actively use local transport services

Members also discussed including material relating to the Annual Parish Meeting (APM). It was agreed that:

• Previous wording from the prior year will be reviewed and reused where appropriate
• Additional contributions may be submitted separately to the editor

Resolved:
That Members prepare and submit agreed contributions to the editor of Upton News.

 

 

13. Date of Next Meeting

The next meeting of Upton Parish Council was confirmed as:

• Date: Wednesday 29 April 2026
• Time: 19:00
• Location: Small Meeting Room, Upton Village Hall

 

Meeting Closed

 

 

 

 

 

UPTON PARISH COUNCIL

Minutes of the Parish Council Meeting

Held on Wednesday 25 February 2026 at 19:00
Small Meeting Room, Upton Village Hall

 

Present

Cllr Peter Head
Cllr Chris Seelig
Cllr Matt Talbot
Cllr Francoise Yates (Chair)

Clerk & Responsible Financial Officer: Benjamin Shaw

 

County Councillor Rebecca Fletcher

1. Apologies for Absence

Apologies were received from Cllr David Beckles.

2. Declarations of Interest

No declarations of interest were made.

3. Public Participation (Open Forum)

No members of the public were present.

4. Minutes of the Previous Meeting

The minutes of the meeting held on 28 January 2026 were considered.

Minor typographical amendments were noted including correction of names and removal of references identifying parishioners.

RESOLVED:
That the amended minutes of the meeting held on 28 January 2026 be approved as a correct record.

Proposed: Cllr Peter Head
Seconded: Cllr Chris Seelig
Vote: Unanimous

5. Planning

5.1 New Planning Applications

No new planning applications had been received since publication of the agenda.

5.2 Updates on Previously Considered Applications

P25/V2762/FUL

The Council noted a significant number of public representations submitted in relation to the application.

Members noted the Council had previously submitted comments including concerns regarding the highway assessment and ownership assumptions referenced within the applicant’s submission.

No further action was required at this stage.

P26/V0101/PIP

Members noted that Planning in Principle consent had been granted by the Local Planning Authority.

It was noted that a subsequent detailed planning application will follow and the Parish Council will have the opportunity to comment further at that stage.

5.3 Circulation of Draft Planning Responses

The Council considered a request that draft planning responses prepared under delegated authority be circulated to councillors prior to submission.

Members agreed that circulation of draft responses represents good governance practice and allows councillors an opportunity to comment where time permits.

5.4 Planning Application P26/V0126/HH – Failure to Respond

The Clerk reported that the Council had not submitted a response within the consultation period for the above application.

Members noted:

• The application was received close to the consultation deadline.
• The shortened consultation period limited the ability to convene a meeting within statutory notice requirements.
• No request for an extension to the consultation period had been made to the Local Planning Authority.

The matter was noted and it was agreed that the Council’s planning procedures and delegation arrangements would be considered under Item 9.1.

6. District Councillor Report

No District Councillor was present and no report was received.

7. County Councillor Report

The County Councillor attended and provided an update covering:

• Highways maintenance and pothole repairs
• Impacts of prolonged wet weather on road conditions
• Proposed improvements to the FixMyStreet reporting system
• Flooding issues affecting locations within the wider area
• Planned highway works including closures affecting the A417

Members raised concerns regarding:

• Flooding on local roads
• Drainage issues affecting a public right of way and adjacent ditch
• The condition of certain local roads

The County Councillor agreed to investigate the drainage issue and report back.

The Chair thanked the County Councillor for attending.

8. Village Matters

8.1 Recreation Ground Grounds Maintenance Contract

The Clerk reported that TFM had submitted its best and final offer.

Following comparison of quotations, Scofell remained the lowest cost provider for the required specification.

RESOLVED:
To appoint Scofell as grounds maintenance contractor for the Recreation Ground.

Proposed: Cllr Chris Seelig
Seconded: Cllr Matt Talbot
Vote: Unanimous

8.2 Volunteer / Working Groups

Play Area Working Group

Interest in volunteering will be explored through the forthcoming Village Survey and publicity in Upton News.

Community Land Working Group

Members noted that establishment of this group will follow completion of the land purchase process.

8.3 Tree Works / At-Risk Trees

The Clerk reported on quotations received from Michael Wilson for safety works.

RESOLVED:
To approve expenditure of £1,000 for priority safety works to remove dangerous branches overhanging the playground and recreation areas.

Proposed: Cllr Matt Talbot
Seconded: Cllr Francoise Yates
Vote: Unanimous

Further works will be considered in the new financial year.

 

8.4 Play Area – Maintenance and Safety

Swing Beam Replacement

Quotations are being obtained and will be circulated once received.

Trim Trail Rope Adaptation

Consideration deferred pending further inspection.

Inspection Rota

Routine playground inspections are continuing.

8.5 IT & Website Migration

The Council received an update on the hosting support ticket and progress toward the .gov.uk migration.

It was noted that new requirements under the 2025–26 Practitioners’ Guide (Assertion 10) will require the Council to demonstrate:

• Ownership and use of a council domain for email and website;
• Compliance with accessibility standards (WCAG 2.2);
• Adoption of an IT policy.

The Council confirmed that:

• The Council already owns and uses a .gov.uk domain for email, and councillors have appropriate email accounts in place, placing the Council in a strong position compared to other parishes.
• Full migration of the village website is not required. Only statutory and transparency content (e.g. agendas, minutes, and governance documents) must be hosted on a .gov.uk domain.

Members discussed current issues and required actions, including:

• Inconsistent and outdated domain registration (WHOIS) information across platforms;
• Discrepancies in Clerk and contact details held by external bodies;
• Legacy access, outdated software, and security concerns within existing systems;
• The need to retain historic domains to prevent third-party use.

It was reported that initial improvements have already been made, including email security enhancements.

The Council agreed that:

• A new, standalone .gov.uk website should be created to host Council documents only, with links from the existing village website;
• This approach avoids disruption to the main village website while ensuring compliance;
• Accessibility requirements will apply only to the new Council site.

Further actions were identified:

• Completion of a full audit of domains and hosting arrangements;
• Updating Clerk and Council contact details with all relevant external bodies;
• Updating domain registration records (including via Nominet where required);
• Reviewing ICO registration status;
• Identifying and adopting a suitable IT policy;
• Scoping costs and options for the new website.

It was noted that there is no fixed statutory deadline, but the Council must demonstrate awareness, progress, and a clear plan to the auditor.

Resolved:
To proceed with the outlined actions, including development of a .gov.uk-hosted Council website and associated compliance work, and to receive a further report with costings and options in due course.

8.6 Machinery Servicing and Security

The Council received a report following the February servicing of grounds maintenance equipment.

It was reported that:

• The John Deere ride-on mower has been serviced and returned, having received a light service. An invoice is awaited.
• The strimmer (Stihl) remains with the service provider and may be beyond economic repair. Further updates are awaited.

Members noted that:

• A potential write-off may be required if the strimmer cannot be repaired;
• Any disposal must be properly recorded and reflected in the asset register for audit purposes;
• Both items are currently included on the asset register (as confirmed from the last audit).

The Council discussed budget implications and the need to allocate costs appropriately within grounds maintenance or recreation budgets.

Resolved:

• To note the report;
• To await confirmation on the strimmer condition and associated costs;
• To ensure any write-off or replacement is properly recorded in the asset register and considered within future budget planning.

8.7 Village Survey

The Council received an update on the development of the village surveys.

It was reported that:

• Both the Neighbourhood Plan survey and the Playground survey have been revised, trialled, and condensed (with the playground survey reduced to six questions);
• A parishioner is leading on survey design and has secured a small team of volunteers to assist with delivery and data input;
• Evidence suggests that in-person distribution will achieve significantly higher response rates than online methods, particularly given the village demographic.

Members discussed key considerations, including:

• Whether responses should be collected per household or per individual.
  The general consensus was that a household response would be more practical and consistent;
• The preferred method of distribution, with support expressed for door-to-door delivery and engagement;
• The potential use of printed copies, with printing to be arranged locally and costs reclaimed where appropriate;
• Limited value in paid online survey tools, though email or website links may still be used to supplement engagement;
• Opportunities to encourage volunteer involvement via community groups and online platforms.

It was noted that:

• The final survey content must be reviewed by Council prior to distribution and included in a future agenda as an appendix;
• Draft surveys will be circulated to members in advance for comment.

Resolved:

• To support the principle of in-person survey distribution using printed copies;
• To proceed on the basis of one response per household (subject to final confirmation);
• To receive the draft surveys for review ahead of the next meeting, where final approval will be considered.

8.8 Parish Emergency Plan

The Council considered an initial framework for updating the Parish Emergency Plan.

It was reported that:

• A review has been undertaken of the Oxfordshire County Council Community Resilience standards (2026);
• While there is no statutory requirement, maintaining a Parish Emergency Plan is considered best practice;
• A proportionate, practical, and GDPR-compliant plan is required, avoiding unnecessary complexity.

Members noted that:

• Existing templates (including Government guidance) are available but may be adapted to suit the scale of the parish;
• A concise and usable document is preferred, focusing on key actions and local response arrangements.

A proposal was outlined to:

• Establish a Community Resilience Working Group;
• Comprise approximately three councillors, supported by community volunteers where appropriate;
• Undertake initial drafting, data gathering, and engagement work, before submitting a draft plan to the Clerk for compliance checks and subsequent Council approval.

Members were invited to review the proposed Terms of Reference ahead of the next meeting.

It was further noted that:

• Audit and governance commitments in the coming months may affect councillor availability;
• Volunteer support from within the village may be explored, subject to formal Council agreement.

Resolved:

• To defer formal establishment of the working group to the next meeting;
• That members review the draft Terms of Reference in advance;
• To include this item on the next agenda for decision.

8.9 Recreation Ground Signage

The Council received an update on volunteer-led repair works to signage at the recreation ground.

It was reported that:

• Repair works have been delayed due to adverse weather conditions.

Resolved:
To note the update and await further progress once conditions allow works to proceed.

 

9. Governance

9.1 Delegated Decision-Making Arrangements (March 2020)

The Council received and noted the Clerk’s Governance Note regarding the delegated decision-making arrangements adopted on 19 March 2020.

Members were reminded that:

• The 2020 arrangements were introduced during the COVID-19 pandemic to enable decision-making (including email voting and delegation to the Clerk) where in-person meetings were not possible;
• Guidance received from Oxfordshire Association of Local Councils indicates that such arrangements have not universally been rescinded, but current legislation requires that formal decisions of a parish council must be made at a properly convened public meeting.

The Council considered:

• Whether email-based decision-making and delegation to a small number of members remains lawful or appropriate;
• The governance risks associated with continuing to rely on pandemic-era arrangements not reflected in current Standing Orders;
• The practical implications for responding to planning applications within statutory timeframes.

It was noted that:

• The Council’s current Standing Orders (as reviewed and adopted in 2025) do not include provisions for email voting or the 2020 emergency delegation;
• There is uncertainty as to whether such provisions existed in earlier versions of the Standing Orders, but they are not present in the current adopted version;
• Email exchanges do not constitute a lawful public meeting;
• Decisions taken outside a properly convened meeting may not be legally robust, particularly where deadlines prevent later ratification.

Members expressed a preference for strengthening governance and ensuring compliance ahead of the forthcoming audit.

Resolved:

“In light of the Clerk’s Governance Note, OALC’s direct written advice to the Chair dated 16 February 2026, and the discussion under item 5.4, I propose that the Council:

1. Notes that the emergency delegation adopted on 19 March 2020 was appropriate in the pandemic context but are not incorporated into the Council’s currently adopted Standing Orders, and that OALC’s written advice confirms that a parish council can only make decisions at a public meeting and that decisions cannot lawfully be delegated to one or two councillors by email — regardless of how many members participate, as an email exchange is not a public meeting;
2. Rescinds that delegation so far as it relates to planning responses or other decisions agreed by email between individual councillors;
3. Notes that choosing not to submit a corporate response on a planning application, where time constraints and governance concerns make a lawful response impracticable, is a legitimate option and does not of itself undermine the Council’s standing as a consultee on other applications;
4. Instructs the Clerk to bring back for our next meeting either draft terms of reference for a Planning Committee of at least three members, or a draft scheme of delegation to the Clerk for planning responses in defined circumstances, consistent with the Local Government Act 1972, Schedule 12, our Standing Orders, and OALC/NALC guidance;
5. Asks the Clerk to include in that report the procedure for requesting deadline extensions from the Local Planning Authority, as recommended by OALC; and
6. Resolves that, going forwards, where the Clerk or any officer seeks advice from external bodies on behalf of the Council, the original written advice shall be shared with all members in full and unedited alongside any officer commentary or recommendation.”

Proposed: Cllr Peter Head
Seconded: Cllr Chris Seelig
Vote: Unanimous

9.2 Oxfordshire Unitary / “Ridgeway Council” Consultation

RESOLVED:
To delegate authority to Cllr Peter Head to prepare and submit the Council’s consultation response, with the draft to be circulated to councillors prior to submission.

Proposed: Cllr Chris Seelig
Seconded: Cllr Francoise Yates
Vote: Unanimous

9.3 National Planning Policy Framework Consultation

RESOLVED:
To delegate authority to Cllr Peter Head to prepare and circulate a draft consultation response for review prior to submission.

Proposed: Cllr Francoise Yates
Seconded: Cllr Matt Talbot
Vote: Unanimous

10. Finance & Administration

10.1 Authorisation of Payments

Cllr Matt Talbot was appointed as payment authoriser for March 2026.

10.2 Approval of Payments

The schedule of payments totalling £1,524.65 was reviewed.

RESOLVED:
To approve the payments as listed.

Bank interest of £17.51 was noted.

10.3 Citizens Advice Donation

RESOLVED:
To approve a donation of £100 to Citizens Advice.

Proposed: Cllr Francoise Yates
Seconded: Cllr Chris Seelig
Vote: Unanimous

10.4 SLCC Membership Renewal

RESOLVED:
To approve renewal of SLCC membership (£215).

Proposed: Cllr Peter Head
Seconded: Cllr Chris Seelig
Vote: Unanimous

10.5 Bank Reconciliation

The bank reconciliation to 31 January 2026 was reviewed and signed.

10.6 Professional Advice Regarding Loan Agreement – Consideration and Next Steps

The Council formally noted the professional advice received from the Clerk & RFO, the Council’s solicitor, and the Oxfordshire Association of Local Councils regarding the requirement for specialist legal advice in connection with the Chapel Furlong land purchase and associated loan agreement.

It was noted that:

• The Clerk signed the engagement letter with Boyes Turner LLP on 2 February 2026 at the Council’s request;
• Confirmation of that engagement was received on 11 February 2026;
• Members stated that the Council had been aligned with the use of specialist legal advice throughout;
• Concerns raised by members had related not to opposition to legal advice, but to questions of value for money, incomplete information, and the timely circulation of key correspondence and advice.

Members discussed governance, legal, audit, indemnity, insurance, and communication issues arising from the handling of the matter. In particular, it was noted that:

• Specialist legal representation had been consistently supported by the Council;
• Clarification that the loan agreement needed to be fully owned and managed by the solicitor had resolved earlier uncertainty;
• Timely circulation of significant correspondence and written advice to all members would assist effective governance and reduce the risk of misunderstanding;
• Some concerns were raised regarding communication processes and professional relationships, and it was agreed that clearer written updates would be beneficial going forward.

Following discussion, the Council considered the proposed next steps and agreed to confirm its existing position.

Resolved:

1. To note that the engagement letter from Boyes Turner LLP was signed by the Clerk on 2 February 2026 at the Council’s request, and that members have been aligned with that instruction throughout.
2. To formally confirm the instruction to Boyes Turner LLP to act on the Chapel Furlong land purchase, including negotiating and documenting the associated loan agreement within the scope of the engagement letter.
3. To note the professional advice received from the Clerk, OALC, and Boyes Turner LLP, and to confirm the Council’s support for the recommended approach.
4. To request that the Clerk provide regular written progress updates to all members on the land purchase, including circulation of significant correspondence as soon as reasonably practicable and normally within two working days of receipt, subject to reasonable officer capacity and working hours.

Proposed: Cllr Peter Head
Seconded: Cllr Chris Seelig
Vote: Unanimous

11. Upton News

Members agreed that items relating to:

• pothole reporting via FixMyStreet
• the village survey
• volunteer working groups

should be submitted for inclusion in the next edition.

12. Date of Next Meeting

The next meeting of Upton Parish Council will be held on:

Wednesday 25 March 2026 – 19:00
Small Meeting Room, Upton Village Hall

UPTON PARISH COUNCIL

Minutes of the Parish Council Meeting

Held on: Wednesday 28 January 2026
Time: 19:00
Venue: Small Meeting Room, Upton Village Hall

 

Present

Cllrs: Peter Head, Françoise Yates, Matthew Talbot, Chris Seelig
Clerk / RFO: Benjamin Shaw
District / County Councillor: Becca Fletcher
Members of the public: 1 Mr Chris Orme

 

1. Apologies for Absence

Apologies were received from Cllr David Beckles.

Outcome:
The apology was noted and accepted.

 

2. Declarations of Interest

Cllr Peter Head declared a personal interest in Agenda Item 5.3 (P26/V0082/HH), as the applicant is a close personal friend.

In the interests of transparency, Cllr Head confirmed that he would leave the room during discussion and voting on this item.

 

3. Open Forum

3.1 Representations from Members of the Public

One member of the public, Mr Chris Orme, attended in relation to Agenda Item 5.3.

Council confirmed that the application had been read and reviewed in advance and that no questions or clarification were required. Members stated that the proposal was non-contentious and in keeping with the surrounding area.

No formal representation was made.

Outcome:
There being no further public contributions, the Open Forum was closed.

 

4. Approval of Minutes

The minutes of the Parish Council meeting held on 19 November 2025 and the Extraordinary Meeting held on 3 December 2025 were considered.

RESOLVED:
That the minutes be approved as a true and accurate record.

Vote: Unanimous

 

5. Planning

5.1 P25/V2762/FUL – Change of Use to Gypsy / Traveller Site

Change of use of land from equestrian to mixed use comprising equestrian and a Gypsy/Traveller site, including four pitches and relocation of an existing container.

Council noted that the application was materially identical to the previously refused proposal, with only minor amendments to the Flood Risk Assessment and a highways technical note, neither of which addressed previous concerns.

Council reaffirmed that its objection was purely on planning grounds, citing:

• Unacceptable and unresolvable flood risk;
• Highway access and visibility concerns;
• Fundamental unsuitability of the land for residential use over the lifetime of the development.

Council emphasised its awareness of the welfare of children on site but maintained that safety considerations must take precedence.

RESOLVED:
That Upton Parish Council objects to the application and instructs the Chair and Clerk to submit an objection letter to the Local Planning Authority before 10 February 2026.

Proposed: Cllr Head
Seconded: Cllr Yates
Vote: Unanimous

 

 

5.2 P25/V2722/S73 – Variation of Condition (Outbuilding Relocation)

Council considered the proposed repositioning of an outbuilding.

RESOLVED:
That Upton Parish Council raises no objection, subject to confirmation from the District Tree Officer that root protection zones are not adversely affected.

Proposed: Cllr Head
Seconded: Cllr Yates
Vote: Unanimous

 

5.3 P26/V0082/HH – Dormer Window and Loft Conversion

Cllr Peter Head left the room for this item.

Council considered the proposal and agreed it was in keeping with the character of Stream Road.

RESOLVED:
That Upton Parish Council raises no objection.

Proposed: Cllr Yates
Seconded: Cllr Talbot
Vote: Unanimous

Cllr Head returned to the meeting.

 

5.4 P26/V0101/PIP – Land at Little Acorns, Main Street, West Hagbourne

Planning in Principle application for up to three additional dwellings.

Council discussed:

• Proximity to the National Landscape (AONB);
• Drainage considerations;
• Impact on a public right of way;
• Density and settlement boundary implications.

Council agreed not to object, but to submit advisory comments highlighting these matters.

RESOLVED:
That Upton Parish Council raises no objection, with delegated authority to the Chair and Clerk to submit comments to the Local Planning Authority.

Proposed: Cllr Head
Seconded: Cllr Yates

Vote:
In favour – 3
Against – 1 (Cllr Seelig)

 

6. Village Matters

6.1 Recreation Ground / Grounds Maintenance Contract

Council received an update on revised quotations:

• Scofell: £4,360 (ex. VAT)
• TFM: £4,429 (ex. VAT)

Council discussed value for money, service quality, transparency, and procurement practice.

RESOLVED:
That the Clerk is instructed to request a best and final offer from TFM, with authority delegated to proceed once received. The decision will be ratified at the next meeting.

Proposed: Cllr Head
Seconded: Cllr Talbot
Vote: Unanimous

 

6.2 Volunteer / Working Groups

Council discussed the potential formation of volunteer working groups, particularly for the play area and community land.

Action:
To explore structured engagement through the Village Survey and future Upton News communications.

 

 

 

6.3 Tree Works / At-Risk Trees

Council noted that contractor Michael Wilson had completed a site visit but had not yet provided a written quotation or invoice. No immediate safety risks were identified.

 

6.4 Play Area – Maintenance and Safety

Council noted:

• No urgent ROSPA safety issues;
• Planned replacement of swing beam subject to quotations;
• Proposal to adapt trim trail using rope elements;
• Continuation of weekly inspections.

 

6.5 IT & Website

Council noted ongoing issues with website access and document stability.

Action:
Clerk to liaise with Cllr Peter [Surname] to raise a hosting support ticket and progress domain transition following recovery from surgery.

 

6.6 Machinery Servicing and Security

Council noted that equipment servicing is scheduled for February 2026. A potential write-off of a strimmer motor will be reviewed following inspection.

 

6.7 Village Survey

Council noted that engagement with the survey coordinator remains pending. An update will be provided at the next meeting.

 

6.8 Parish Emergency Plan

Council agreed to begin preparatory work on updating the Parish Emergency Plan, with volunteer input to be explored via the Village Survey.

 

 

6.9 Recreation Ground Signage

Council noted that a volunteer has offered to repair the broken sign using metal posts.

 

7. Finance & Administration

Balances as at 31 December 2025 were noted:

• Community Reserve: £35,294.74
• Community Account: £72,711.45
• Total Funds: £108,006.19

7.1 Authorisation of Payments

Cllr Matthew Talbot was appointed as payment authoriser for the coming month.

 

7.2 Approval of Payments and Receipts

Payments and receipts for November and December were approved within budgeted limits.

 

7.3 Transfer of Funds

RESOLVED:
To transfer donated funds into the higher-interest instant access account.

Proposed: Cllr Talbot
Seconded: Cllr Yates
Vote: Unanimous

 

8. West Hagbourne Village Gates

Council considered the request to install village gateway structures within the Upton parish boundary.

RESOLVED:
That Upton Parish Council supports the request subject to:

• No liability for ownership, maintenance or insurance;
• No alteration to parish or settlement boundaries.

Proposed: Cllr Yates
Seconded: Cllr Head
Vote: Unanimous

 

9. Resignation of Councillor Emma Watts Ley

Council formally acknowledged the resignation of Cllr Emma Watts Ley, effective 8 January 2026, and recorded its thanks for her service, particularly her work on the recreation ground and community communications.

Action:
Clerk to post the Notice of Vacancy and Cllr Head tp prepare a thank-you notice for Upton News.

 

10. Date of Next Meeting

The next full Parish Council meeting will be held on:

Wednesday 25 February 2026 at 19:00
Small Meeting Room, Upton Village Hall

 

Meeting closed: 21:00