Notice of the Finance Committee Meeting and Agenda of 25.10.2026

October 20, 2026

UPTON PARISH COUNCIL

FINANCE COMMITTEE MEETING

Sunday 25 October 2026 at 7.00 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 7.00 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

Apologies for Absence

To receive and consider apologies for absence.

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.

Declarations of Interest

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

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.

Matters Arising and Outstanding Actions

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

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

Date of Next Finance Committee Meeting

To consider the date of the next Finance Committee meeting.

Notice of the Meeting and Agenda of 30.09.2026

September 25, 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

To receive apologies for absence

To receive and approve apologies for absence.

To record declarations of interest

To receive declarations of interest in accordance with the Council’s Code of Conduct.

To approve the minutes

To approve the minutes of the Parish Council meeting held on 12 August 2026.

Open Forum

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

To hear an update from the District Councillor
To hear an update from the County Councillor
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:

Receive and note the External Auditor’s Report and Certificate for the year ended 31 March 2026.
Note the matters and recommendations identified by the External Auditor.
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.
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.
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.
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.
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.
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.
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.
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.
Note the position regarding the Council’s IT controls and consider adoption of the Information Technology Policy under the separate agenda item.
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.
Delegate authority to the Clerk/RFO to undertake any administrative actions necessary to implement the above resolutions and maintain the appropriate audit trail.

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.

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.

– B26.9930/V/B

Cornerways Church Street Upton Didcot OX11 9JB

No status provided

New porch to front of property

– Full Application P26/V0730/FUL

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

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

Status – Under Consideration

– 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

– 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

Councillor Vacancy

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

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.

Submissions for Upton News

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

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.

Notice of the Rescheduled Meeting and Agenda (Rescheduled from 29 July 2026 to 12 August 2026)

August 7, 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 12^th 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

To receive apologies for absence

To receive and approve apologies for absence.

To record declarations of interest

To receive declarations of interest in accordance with the Council’s Code of Conduct.

To approve the minutes

To approve the minutes of the Parish Council meeting held on 24 June 2026.

Open Forum

To receive representations from members of the public.

Maximum 15 minutes (3 minutes per speaker).

To hear an update for the District Councillor
To hear and Update from the County Councillor
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.

Village Matters

8.1 Recreation Ground

Weekly playground inspection reports
RoSPA inspection report
Action plan arising from the RoSPA inspection
Update regarding volunteer assistance with turning the playground safety bark

8.2 Storage Container

To receive an update regarding the proposed Lawful Development Certificate application.
To receive an update regarding supplier storage arrangements and any associated costs.
To consider any further actions required.

8.3 Information Technology and Website

To receive an update on the review of the Council’s IT systems, website and document management arrangements.
To consider progress towards the options appraisal due to Council in September.

8.4 Chapel Furlong

To receive an update regarding completion of the land purchase.
To receive an update regarding insurance and signage.
To receive an update regarding the preparation of the draft planning application for future community use.
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:

Consider the concerns raised by residents.
Determine whether vegetation maintenance is required in the interests of public safety.
If appropriate, authorise the Clerk to instruct suitably qualified contractors to undertake the agreed works within the approved budget.
Consider whether any longer-term management measures should be implemented to reduce future fire risk whilst supporting biodiversity objectives.

Planning

9.1 Planning Applications

To consider any planning applications received since publication of the agenda.

– 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

– 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).

Councillor Vacancy

To receive an update regarding the current vacancy.

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:

receives Cllr Talbot’s draft Information Technology Policy;
considers any amendments it wishes to make;
adopts the Information Technology Policy, subject to any agreed amendments;
delegates authority to the Clerk to make any minor administrative or formatting amendments prior to publication;
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.

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:

Consider the draft Maternity and Paternity Policy.
Determine whether any amendments are required.
Resolve whether to adopt the policy with immediate effect (or from a specified date).

Submissions for Upton News

To receive suggestions for items.

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

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.

Scope

This policy applies to all employees of Upton Parish Council.

Councillors are elected office holders and are not covered by this policy.

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.

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

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

Pension

Pension contributions and pension rights will continue in accordance with the Local Government Pension Scheme Regulations (where applicable) and statutory requirements.

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.

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.

Confidentiality

Information concerning pregnancy, adoption or family circumstances will be treated confidentially and only shared where operationally necessary.

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.

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.

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

July 24, 2026

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

Upton Parish Council Agenda 24th June 2026

June 19, 2026

UPTON PARISH COUNCIL

19 June 2026

To: All Members of the Council

You are hereby summoned to attend a meeting of Upton Parish Council to be held in the small meeting room at Upton Village Hall on Wednesday 24th June 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

To receive apologies for absence
To record any declarations of interests relating to this meeting
To approve the minutes of the Annual Meeting of Upton Parish Council held on 3 June 2026
Any amendments to be agreed by vote.
Open Forum
To receive representations from members of the public.
Maximum 15 minutes, 3 minutes per person.
Finance and Administration

5.1 To review bank balances as at 31 May 2026

Treasurer’s Account to 31/05/26: £25,477.26
Business Bank Instant Account to 31/05/26: £93,430.94
Total funds available as at 31/05/26: £118,908.20

5.2 To approve payments for May 2026 within budgeted amounts

Transaction Date	Transaction Description	Debit Amount
28/05/2026	MICROSOFT	10.3
26/05/2026	Salaries & WFH Allowance	1134.33
18/05/2026	Bank Charges	4.25
15/05/2026	Final TFM Payment	429.9
15/05/2026	Mobile Phone Bill	8.56

Transaction Date	Transaction Description	Credit Amount
27/05/2026	Football Pitch Hire	25

5.3 To approve authorisers for next month’s payments

5.4 To sign off the bank reconciliation to the end of May 2026

5.5 To sign the first quarterly Internal Financial Control Review checklist

Village Matters

6.1 Recreation Ground
a. Update on Uptonogood event Sign off the preceding Risk Assessment and the Subsequent Risk Assessment
b. To receive and consider the RoSPA Play Area Safety Inspection Report
c. To agree any required action plan arising from the RoSPA inspection
d. To receive an update on weekly playground inspection reports

6.2 Storage Container

To review the Parish Council’s current and future storage requirements and consider alternative options for the storage of equipment associated with Council activities and community events.

Background:
The Parish Council has previously considered the provision of additional storage facilities on Council-owned land. Members have noted that at previous discussions the Council resolved to investigate the use of existing storage facilities, including the tractor shed, before committing to the provision of additional storage infrastructure.

A Councillor has requested that the Council undertake a further review of its storage requirements and consider whether additional storage capacity is necessary. It has been suggested that existing facilities may not be fully utilised and that alternative solutions may be available.

Members are advised that alternative storage proposals and options may be circulated prior to the meeting for consideration.

Considerations:
Members are asked to consider:

The current storage requirements of the Parish Council and community groups using Council facilities.
The utilisation of existing storage facilities, including the tractor shed.
Whether there is a demonstrated need for additional storage capacity.
The suitability of any proposed locations for additional storage.
The impact of any proposed storage facilities on the character, appearance, and use of Council-owned land.
Financial implications, including capital and ongoing maintenance costs.
Alternative storage solutions that may meet operational requirements.
Any previously approved Council resolutions relating to storage provision.

Options Available to Council:
Members may resolve to:

Confirm that existing storage facilities are sufficient and take no further action.
Investigate improvements or reorganisation of existing storage facilities.
Consider alternative storage options presented to the Council.
Request further information before making a decision.
Resolve any other action considered appropriate.

Recommendation:
That the Parish Council reviews its current storage requirements, considers any alternative options presented, and determines what further action, if any, is required.

To receive an update on the proposed storage container
b. To review the proposed location
c. To receive an update on planning permission or any other regulatory requirements
d. To agree any further actions required

6.3 IT and Website
a. To begin review of the IT, website and document management recommendations made by the Internal Auditor
b. To agree delegation or allocation of actions to progress recommendations
c. To consider whether quotations or further advice are required before any expenditure is approved

6.4 Chapel Furlong Land Acquisition – Legal, Insurance and Planning Matters

To receive an update regarding the progress of the Chapel Furlong land acquisition.
To receive and consider any legal advice, correspondence or updates relating to the acquisition.
To receive an update regarding insurance arrangements, liabilities and risk management requirements associated with the land.
To receive an update regarding planning, permitted development, access, environmental, biodiversity or regulatory matters affecting the land.
To consider and agree any actions required to ensure compliance with the Council’s legal, financial, governance and insurance obligations.
To consider any recommendations arising from correspondence received from professional advisers, solicitors, insurers, councillors or residents.
To agree any further actions, delegated authority or expenditure required to progress the acquisition and subsequent management of the land.

6.5 Ordnance Survey PSGA Membership and Use of Mapping Materials

To consider whether Upton Parish Council should apply to join the Ordnance Survey Public Sector Geospatial Agreement (PSGA).
To receive information regarding the benefits, obligations and licensing conditions associated with PSGA membership.
Subject to the Council joining the PSGA and compliance with the PSGA Member Licence and Public Sector End User Licence, to consider permitting the use of Ordnance Survey mapping extracts in Upton News and other Council publications.
To consider requirements relating to copyright acknowledgements, permitted use, publication controls and ongoing compliance with Ordnance Survey licensing conditions.
To agree any actions or delegated authority required to progress PSGA membership and implementation.

6.6 Recreation Ground Hire Policy Review

To review the Parish Council’s arrangements for the use and hire of the Recreation Ground and to consider adopting a formal policy defining when bookings and charges are required.

Background

The Parish Council owns and manages the Recreation Ground for the benefit of the community.

Recent discussions have highlighted uncertainty regarding when organised activities should be required to book the Recreation Ground and pay hire charges. Members have noted instances of organised sports training sessions and other activities taking place without a formal booking, whilst other users have entered into hire agreements and paid the approved hire fee.

The Council currently operates hire arrangements for football pitch use and certain other Council-owned facilities. Members may wish to consider whether a formal Recreation Ground Hire Policy would assist in ensuring consistency, transparency, and fairness.

Considerations

Members are asked to consider:

The distinction between casual public use and organised activities.
Whether organised sports training sessions should require a booking.
Whether activities involving participant fees, subscriptions, coaching fees, or commercial gain should be charged.
Whether exclusive use of part of the Recreation Ground should require prior approval.
Appropriate charges for organised and commercial activities.
Whether reduced fees or exemptions should apply to local community groups, charities, youth organisations, or village events.
Insurance, safeguarding, and risk assessment requirements.
Arrangements for enforcement and dealing with unauthorised use.
Whether existing hire agreements and fee structures remain appropriate.

Financial Implications

A formal policy may provide clarity regarding income generation from Recreation Ground use and support consistent financial administration and audit compliance.

Legal and Governance Implications

The Council must act consistently, reasonably, and transparently when permitting use of Council-owned land. Any policy adopted should be applied fairly and without discrimination between comparable users.

Options Available to Council

Members may resolve to:

Retain the current arrangements.
Develop and adopt a formal Recreation Ground Hire Policy.
Amend existing hire charges and conditions.
Introduce exemptions or reduced charges for specified categories of users.
Request further information before making a decision.

Recommendation

That the Parish Council reviews the current arrangements for organised use of the Recreation Ground and determines whether a formal Recreation Ground Hire Policy should be adopted.

Proposed Resolution

That the Parish Council considers the principles outlined above and determines the arrangements that shall apply to organised, commercial, and exclusive use of the Recreation Ground going forward.

See Appendix A – for Policy

Planning
To note any new planning applications or decisions received
None received at the time of publication.
Councillor Vacancy

8.1 To receive an update on progress with co-option to the current councillor vacancy

8.2 To consider publicity to encourage residents to stand as candidates at the May 2027 parish council elections

Contributions to Upton News

To agree any items for inclusion in Upton News.

Date of Next Meeting

To confirm the date and venue of the next meeting as Wednesday 29 July 2026 at 7.00pm in the meeting room at Upton Village Hall.

Apendix A

UPTON PARISH COUNCIL

RECREATION GROUND HIRE AND USE POLICY 2026

Introduction

Upton Recreation Ground is provided and maintained by Upton Parish Council for the benefit of residents and visitors.

The Recreation Ground is primarily intended as a public open space for informal recreation, sport, leisure, community activities, and enjoyment by all members of the public.

This policy establishes when the use of the Recreation Ground requires a booking, when charges apply, and the responsibilities of users.

Objectives

This policy seeks to:

Protect public access to the Recreation Ground.
Ensure fair and consistent treatment of all users.
Provide clarity regarding charges and bookings.
Protect Council assets.
Manage risk and liability.
Ensure compliance with insurance requirements.
Support community activities whilst safeguarding public funds.

Casual Public Use

No booking is required for normal casual recreational use of the Recreation Ground.

Examples include:

Informal football games.
Children playing.
Dog walking.
Family recreation.
Picnics.
Informal exercise.

Such use remains free of charge.

The Council does not reserve areas of the Recreation Ground for casual users and use remains on a shared basis.

Activities Requiring a Booking

A booking must be made where any of the following apply:

4.1 Exclusive Use

Where a person, group or organisation wishes to reserve an area of the Recreation Ground for their sole use.

Examples include:

Football matches.
Organised sports fixtures.
Private events.
Community events.
Fundraising activities.
Parties and celebrations.

4.2 Organised Activities

Where an activity is organised, advertised, promoted, scheduled or managed by an identifiable organiser.

Examples include:

Football training sessions.
Coaching sessions.
Fitness classes.
Sports camps.
Club activities.

4.3 Commercial Activities

Where a person or organisation receives payment, fees, subscriptions, donations, sponsorship or any other financial benefit associated with use of the Recreation Ground.

Examples include:

Paid coaching.
Commercial fitness sessions.
Ticketed events.
Commercial entertainment.

4.4 Large Gatherings

Any event expected to attract significant attendance or requiring additional parking, traffic management or facilities.

Activities Not Normally Requiring a Booking

The following do not normally require a booking provided they remain informal and non-exclusive:

Families meeting for recreation.
Children playing together.
Informal sports between friends.
Small community gatherings.
Casual exercise groups.

Where such activities grow in size or become organised, the Council may require a booking.

Charges

The Council shall determine fees periodically through its Schedule of Charges.

Unless otherwise resolved by Council:

Activity	Fee
Football pitch hire	£25 per session
Exclusive recreation ground hire	As approved by Council
Community event hire	As approved by Council
Commercial activity	As approved by Council

Current football pitch hire arrangements are based upon the approved Football Pitch Hire Agreement.

The Council reserves the right to review fees annually.

Community Groups and Fee Waivers

The Council recognises the value of community organisations.

The Council may:

Reduce charges;
Waive charges;
Provide subsidised use;

where it considers that the activity provides a clear community benefit.

Any waiver shall be formally authorised and recorded.

Insurance Requirements

Any organised activity requiring a booking must:

Hold Public Liability Insurance of at least £5 million.
Provide evidence of insurance upon request.
Comply with all relevant health and safety requirements.

The Council may require higher levels of insurance depending upon the nature of the activity.

Risk Assessments

Organisers of events and organised activities may be required to provide:

Risk Assessments.
Event Management Plans.
Safeguarding arrangements.
Emergency procedures.

The level of documentation required shall be proportionate to the nature of the activity.

Parking and Access

Users must ensure:

Vehicles are parked considerately.
Public highways remain unobstructed.
Access to neighbouring properties is maintained.
Emergency access routes remain clear.

Failure to comply may result in cancellation of future bookings.

Protection of Council Land

Users must:

Leave the Recreation Ground in a clean condition.
Remove litter.
Avoid damage to grass, trees, equipment and infrastructure.
Report any damage immediately.

Users may be liable for repair costs arising from damage caused during their use.

Prohibited Activities

Unless specifically authorised by the Council:

Motor vehicles are prohibited on the Recreation Ground.
Motorcycles are prohibited.
Quad bikes are prohibited.
E-scooters are prohibited.
Powered recreational vehicles are prohibited.
Fires and barbecues are prohibited.
Overnight camping is prohibited.

The Council may consider separate arrangements for authorised maintenance vehicles and mobility aids.

Electric Bicycles

Electric bicycles used as bicycles (Without Power) and in accordance with road traffic legislation are permitted where access is lawful.

However:

Dangerous riding is prohibited.
Riding within children’s play areas is prohibited.
Organised e-bike activities require prior Council approval.
The Council may restrict use where safety concerns arise.

Unauthorised Organised Use

Where organised use takes place without booking or approval, the Council may:

Recover the appropriate hire charge.
Refuse future bookings.
Require organisers to cease activities.
Take such action as is reasonable to protect Council property and users.

The Council will seek to act proportionately and reasonably in all cases.

Delegated Authority

The Clerk may:

Accept bookings.
Collect fees.
Issue hire agreements.
Request insurance documents.
Request risk assessments.

Any fee waivers, policy exemptions or significant disputes shall be referred to Council.

Review

This policy shall be reviewed at least every three years or sooner if required by legislation, operational requirements, or Council resolution.

Policy Adopted:

Date: ______________________

Minute Reference: ______________________

Review Date: ______________________

Signed:

Chairman: __________________________

Clerk: _____________________________

Annual Meeting of Upton Parish Council

May 29, 2026

UPTON PARISH COUNCIL

29^th May 2026

To: All Members of the Council

You are hereby summoned to attend the Annual Meeting of Upton Parish Council to be held in the small meeting room at Upton Village Hall on Wednesday 3^rd June 2026 at 20.00.

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

Note – To be minuted that this meeting has been rescheduled from May 27th 2026 due to the ill health of multiple members of the council causing the meeting to not be quorate.

To receive apologies for absence
To record any declarations of interests relating to this meeting
To elect the Chairman of the Council for the Municipal Year 2026/27
- Signing of Chairman’s Declaration of Acceptance of Office
To elect the Vice-Chairman of the Council for the Municipal Year 2026/27
- Signing of Vice-Chairman’s Declaration of Acceptance of Office
To receive declarations of interest and review members’ Register of Interests
- Reminder to councillors to review and update their register of interests
To confirm eligibility and resolve to adopt the General Power of Competence (if criteria are met)
To Hear Questions and reports from District Council
To Hear Questions and Reports from County Council
Open Forum

3.1 To receive representations from members of the public if present.
(Maximum 15 minutes, 3 minutes per person)

To approve the minutes of the Parish Council meetings held on 25^th March & 29^th April 2026

Note: – Any changes to the minutes need to be agreed by a vote.

To appoint members to Committees and Working Groups
Finance Committee minimum 3
b. Personnel Committee minimum 3
c. Nature Garden Liaison Councillor x1
d. Upton Village Hall Amenities Trust Representatives x2
To appoint the Internal Auditor for the 2026/27 Financial Year
To begin the review of standing orders and financial regulations
To begin the review of the Internal Financial Control Procedure
To agree the Clerk’s authority to redact personal data (e.g. signatures) from the published version of the AGAR
To receive an update on the Internal Auditor’s Report and Review of Effectiveness
To consider and approve the Annual Governance Statement 2025/26 (AGAR Section 1)
To consider and approve the Accounting Statements 2025/26 (AGAR Section 2)
To consider and approve the draft Statement of Accounts 2025/26
To review bank mandates (as checked by RFO)
To hear an update on and discuss the approval of the renewal of annual insurance policy
To confirm Council meeting dates for the 2025/26 year
- To begin the review and discuss dates to adopt the following Council policies
- Standing Orders
- Financial Regulations
- Code of Conduct
- Internal Financial Control Policy

Planning

P26/V0799/HH – Proposal: Front porch extension – Location: Cornerways Church Street Upton Didcot OX11 9JB

To review village matters:

25.1 Village Survey

25.2 Emergency Plan & First Aid

25.3 Playground Surfacing

Update on request for RRT Support to turn over the existing playground bark

25.4 Uptonogood Garage Access Arrangements

Submission of an appropriate risk assessment;

Compliance with Council requirements regarding vehicle access and safety; and

Return of keys/access arrangements following the event period.

25.5 Nature Garden

Update on activity plan

25.6 IT Systems Update

25.7 Annual Parish Meeting Update

Finance & Administration

Treasurers Account to 30/04/26 £27,039.60
Business Bank Instant Account to 31/03/26 £93,390.00
Total funds available as at 31/03/26 £120,429.60

8.1 To agree the authorisers for next month’s payments.

8.2 To approve payments made below within budgeted amounts.

Transaction Date	Transaction Description	Debit Amount
28/04/2026	MICROSOFT	10.3
24/04/2026	Salaries & Expenses & WFH	1134.33
20/04/2026	Bank Charges	4.25
17/04/2026	SLCC Membership	60
15/04/2026	Website Hosting	9.59
15/04/2026	Website Hosting	84
15/04/2026	Website Hosting	9.59
15/04/2026	Website Hosting	9.59
15/04/2026	Mobile	8.56
Total		1330.21

Receipts	Description	Amount
08/04/2026	VWHDC ACCOUNTS PAY NA – Half Precept	18730
09-Apr-25	INTEREST (GROSS)	39.64
Total		18769.64

8.3To sign off bank reconciliation to end of April 2026.

8.4To review all Standing Orders and approve

To discuss and agree the logistical arrangements relating to the previously approved purchase of a storage container for use by Uptonogood and associated community storage needs ahead of the 2026 event.
To agree any contributions to Upton News for April
To confirm the date and venue of the next full council meeting

Next full council meeting will be Wednesday 24^th June 2026 at 19.00 in the meeting room, Upton Village Hall.

Appendix A

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 7^th October 2026 7pm
Finance Committee Meeting	Wednesday 14th October 2026, 7pm
Full Parish Council Meeting	Wednesday 28^th 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.

Appendix B

Upton Parish Council Code of Conduct for Councillors (2026 Edition)

Adopted: 27.05.2026
Based on: Local Government Association Model Code of Conduct 2020 and the Oxfordshire Councils Model Code 2022

Introduction

Upton Parish Council is committed to upholding the highest standards of public office. This Code of Conduct sets out the expected standards of behaviour for all elected and co-opted councillors. It is adopted under Section 27 of the Localism Act 2011.

Purpose of the Code

To provide:

A framework for councillor conduct in public office
Guidance for maintaining public trust
Protection for councillors, the public, and council officers

Principles of Public Life (Nolan Principles)

All councillors must uphold:

Selflessness
Integrity
Objectivity
Accountability
Openness
Honesty
Leadership

Scope

This Code applies:

When acting as a councillor
When claiming to act or giving the impression of acting as a councillor
To all forms of communication including social media

General Standards of Conduct

Councillors must:

Treat all individuals with respect
Not bully, harass or discriminate
Uphold impartiality of officers
Respect confidentiality
Avoid bringing the council into disrepute
Not use their position improperly
Use council resources lawfully and prudently
Comply with council procedures and sanctions

Registering and Declaring Interests

6.1 Disclosable Pecuniary Interests (DPIs)

Councillors must:

Register DPIs within 28 days of taking office
Declare DPIs at meetings when relevant
Not participate in or vote on related matters
Keep their interest register up to date

6.2 Other Registerable Interests

Includes:

Unpaid directorships
Membership of public, charitable or political bodies

6.3 Non-Registerable Interests

Must be declared when:

A matter affects their financial interest or that of a close associate
A fair-minded observer would consider it impacts their judgement

Gifts and Hospitality

Councillors must:

Not accept gifts or hospitality likely to influence their duties
Register any gift or hospitality worth over £50 within 28 days
Declare significant offers refused

Complaints and Enforcement

Breaches of this Code may be investigated by the Monitoring Officer
Sanctions may include censure, removal from committees, or required training
Councillors must comply with investigations and imposed sanctions

Review

This Code shall be reviewed annually or when legislation requires an update.

Signed:
Chair, Upton Parish Council
Date:

Clerk to the Council
Date:

NOTICE OF MEETING CANCELLATION

May 27, 2026

NOTICE OF MEETING CANCELLATION

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

Wednesday 27 May 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

Dated: 27 May 2026

Agenda For Annual Meeting of Upton Parish Council 27th May 2026

April 23, 2026

UPTON PARISH COUNCIL

22^nd May 2026

To: All Members of the Council

You are hereby summoned to attend the Annual Meeting of Upton Parish Council to be held in the small meeting room at Upton Village Hall on Wednesday 27^th May 2026 at 19.00.

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

To receive apologies for absence
To record any declarations of interests relating to this meeting
To elect the Chairman of the Council for the Municipal Year 2026/27
- Signing of Chairman’s Declaration of Acceptance of Office
To elect the Vice-Chairman of the Council for the Municipal Year 2026/27
- Signing of Vice-Chairman’s Declaration of Acceptance of Office
To receive declarations of interest and review members’ Register of Interests
- Reminder to councillors to review and update their register of interests
To confirm eligibility and resolve to adopt the General Power of Competence (if criteria are met)
To Hear Questions and reports from District Council
To Hear Questions and Reports from County Council
Open Forum

3.1 To receive representations from members of the public if present.
(Maximum 15 minutes, 3 minutes per person)

To approve the minutes of the Parish Council meetings held on 25^th March & 29^th April 2026

Note: – Any changes to the minutes need to be agreed by a vote.

To appoint members to Committees and Working Groups
Finance Committee minimum 3
b. Personnel Committee minimum 3
c. Nature Garden Liaison Councillor x1
d. Upton Village Hall Amenities Trust Representatives x2
To appoint the Internal Auditor for the 2026/27 Financial Year
To begin the review of standing orders and financial regulations
To begin the review of the Internal Financial Control Procedure
To agree the Clerk’s authority to redact personal data (e.g. signatures) from the published version of the AGAR
To receive an update on the Internal Auditor’s Report and Review of Effectiveness
To consider and approve the Annual Governance Statement 2025/26 (AGAR Section 1)
To consider and approve the Accounting Statements 2025/26 (AGAR Section 2)
To consider and approve the draft Statement of Accounts 2025/26
To review bank mandates (as checked by RFO)
To hear an update on and discuss the approval of the renewal of annual insurance policy
To confirm Council meeting dates for the 2025/26 year
- To begin the review and discuss dates to adopt the following Council policies
- Standing Orders
- Financial Regulations
- Code of Conduct
- Internal Financial Control Policy

Planning

P26/V0799/HH – Proposal: Front porch extension – Location: Cornerways Church Street Upton Didcot OX11 9JB

To review village matters:

25.1 Village Survey

25.2 Emergency Plan & First Aid

25.3 Playground Surfacing

Update on request for RRT Support to turn over the existing playground bark

25.4 Uptonogood Garage Access Arrangements

Submission of an appropriate risk assessment;

Compliance with Council requirements regarding vehicle access and safety; and

Return of keys/access arrangements following the event period.

25.5 Nature Garden

Update on activity plan

25.6 IT Systems Update

25.7 Annual Parish Meeting Update

Finance & Administration

Treasurers Account to 30/04/26 £27,039.60
Business Bank Instant Account to 31/03/26 £93,390.00
Total funds available as at 31/03/26 £120,429.60

8.1 To agree the authorisers for next month’s payments.

8.2 To approve payments made below within budgeted amounts.

Transaction Date	Transaction Description	Debit Amount
28/04/2026	MICROSOFT	10.3
24/04/2026	Salaries & Expenses & WFH	1134.33
20/04/2026	Bank Charges	4.25
17/04/2026	SLCC Membership	60
15/04/2026	Website Hosting	9.59
15/04/2026	Website Hosting	84
15/04/2026	Website Hosting	9.59
15/04/2026	Website Hosting	9.59
15/04/2026	Mobile	8.56
Total		1330.21

Receipts	Description	Amount
08/04/2026	VWHDC ACCOUNTS PAY NA – Half Precept	18730
09-Apr-25	INTEREST (GROSS)	39.64
Total		18769.64

8.3To sign off bank reconciliation to end of April 2026.

8.4To review all Standing Orders and approve

To discuss and agree the logistical arrangements relating to the previously approved purchase of a storage container for use by Uptonogood and associated community storage needs ahead of the 2026 event.
To agree any contributions to Upton News for April
To confirm the date and venue of the next full council meeting

Next full council meeting will be Wednesday 24^th June 2026 at 19.00 in the meeting room, Upton Village Hall.

Appendix A

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 7^th October 2026 7pm
Finance Committee Meeting	Wednesday 14th October 2026, 7pm
Full Parish Council Meeting	Wednesday 28^th 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.

Appendix B

Upton Parish Council Code of Conduct for Councillors (2026 Edition)

Adopted: 27.05.2026
Based on: Local Government Association Model Code of Conduct 2020 and the Oxfordshire Councils Model Code 2022

Introduction

Purpose of the Code

To provide:

A framework for councillor conduct in public office
Guidance for maintaining public trust
Protection for councillors, the public, and council officers

Principles of Public Life (Nolan Principles)

All councillors must uphold:

Selflessness
Integrity
Objectivity
Accountability
Openness
Honesty
Leadership

Scope

This Code applies:

When acting as a councillor
When claiming to act or giving the impression of acting as a councillor
To all forms of communication including social media

General Standards of Conduct

Councillors must:

Treat all individuals with respect
Not bully, harass or discriminate
Uphold impartiality of officers
Respect confidentiality
Avoid bringing the council into disrepute
Not use their position improperly
Use council resources lawfully and prudently
Comply with council procedures and sanctions

Registering and Declaring Interests

6.1 Disclosable Pecuniary Interests (DPIs)

Councillors must:

Register DPIs within 28 days of taking office
Declare DPIs at meetings when relevant
Not participate in or vote on related matters
Keep their interest register up to date

6.2 Other Registerable Interests

Includes:

Unpaid directorships
Membership of public, charitable or political bodies

6.3 Non-Registerable Interests

Must be declared when:

A matter affects their financial interest or that of a close associate
A fair-minded observer would consider it impacts their judgement

Gifts and Hospitality

Councillors must:

Not accept gifts or hospitality likely to influence their duties
Register any gift or hospitality worth over £50 within 28 days
Declare significant offers refused

Complaints and Enforcement

Breaches of this Code may be investigated by the Monitoring Officer
Sanctions may include censure, removal from committees, or required training
Councillors must comply with investigations and imposed sanctions

Review

This Code shall be reviewed annually or when legislation requires an update.

Signed:
Chair, Upton Parish Council
Date:

Clerk to the Council
Date:

Agenda For Upton Parish Council Meeting 25.03.2026

March 20, 2026

UPTON PARISH COUNCIL

Notice of Meeting and Summons to Councillors

Date Issued: 20 March 2026

To: All Members of Upton Parish Council

You are hereby summoned to attend a meeting of Upton Parish Council to be held in the:

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

The meeting is open to members of the public and press in accordance with the Public Bodies (Admission to Meetings) Act 1960.

Members of the public wishing to attend are requested to notify the Clerk at least 24 hours before the meeting, as numbers may be restricted.

Signed:

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

AGENDA

Apologies for Absence

To receive apologies for absence and approve the reasons given.

Declarations of Interest

To receive declarations of interest in accordance with the Localism Act 2011.

Councillors are reminded that:

Disclosable Pecuniary Interests must be declared.
Interests should also be declared where appropriate under the Council’s Code of Conduct.

Public Participation

In accordance with Standing Orders, members of the public may make representations.

Maximum 15 minutes total, 3 minutes per speaker.

No decisions will be taken under this item.

Village Hall Matters

To receive a report from Cllr Yates / Cllr Seelig regarding the meeting held 11 March 2026.

4.1 Overflow Car Park
To consider the potential development of an overflow car park to support the operational needs of Upton Village Hall and alleviate parking pressures during peak usage.

Background:
The Village Hall continues to experience periods of high attendance, resulting in limited on-site parking availability and associated issues, including congestion, inconvenience to users, and potential impact on neighbouring areas. Previous discussions have identified the possible provision of an overflow parking area as a means to address these concerns.

Considerations:
Council is asked to consider:

The current and projected demand for additional parking provision
Any previously obtained cost estimates, feasibility assessments, or site options
Potential environmental, planning, and access implications
Funding opportunities, including grants or community funding streams
Ongoing maintenance and liability considerations

Options for Council:
Members are requested to determine an appropriate course of action, which may include:

a) Agreeing to investigate feasibility

Commissioning or undertaking an initial feasibility study to assess suitable locations, indicative costs, planning requirements, and constraints

b) Reviewing previous cost estimates and proposals

Re-examining any historic data, quotes, or proposals to determine whether they remain valid and applicable

c) Supporting further detailed investigation

Authorising delegated authority to a working group or nominated councillors to progress the matter, including engagement with relevant stakeholders and reporting back to Council

d) Taking no further action at this time, with reasons recorded

Financial Implications:
Any agreed actions may incur costs associated with feasibility work, professional advice, or surveys. Council should ensure compliance with its Financial Regulations and procurement requirements.

Legal and Regulatory Considerations:

Any development will be subject to planning permission and relevant statutory requirements
Land ownership and rights of access must be clearly established
Consideration must be given to health and safety, insurance, and ongoing liabilities

4.2 Soakaway Proposal
To consider a formal request from Upton Village Hall and Amenities Trust (UVHAT) regarding proposed drainage improvements involving the installation of downpipe connections and a soakaway system, part of which may be located on, or impact, Parish Council-owned land.

Background:
The Parish Council has received correspondence from UVHAT outlining concerns relating to surface water management at the Village Hall. The proposal seeks to improve drainage by redirecting rainwater from existing roof downpipes into a newly constructed soakaway system.

Initial details indicate that the proposed works may extend beyond the Village Hall boundary and could affect land under the ownership or responsibility of Upton Parish Council.

Considerations:
Members are asked to consider the following:

Land Ownership and Rights:
Confirmation of land ownership boundaries and whether formal permission (e.g., licence or easement) is required for any works on Parish Council land.
Legal and Liability Implications:
Potential liabilities arising from installation and ongoing maintenance of the soakaway, including responsibility for future repairs, blockages, or failure of the system.
Technical Suitability:
Whether sufficient drainage/percolation assessments have been undertaken to demonstrate that the proposed soakaway is appropriate for the ground conditions and will not adversely affect adjacent land or structures.
Impact on Parish Assets:
Any potential impact on existing Parish Council land use, access, or future plans.
Maintenance Responsibilities:
Clarity on who will retain responsibility for inspection, maintenance, and any associated costs over the lifetime of the installation.
Insurance and Indemnity:
Whether UVHAT will indemnify the Parish Council against any claims or damages arising from the works or their long-term operation.
Regulatory Compliance:
Confirmation that the proposal complies with relevant legislation and guidance, including drainage regulations and, if applicable, planning permission or building control requirements.

Financial Implications:
There is no direct financial commitment requested from the Parish Council at this stage; however, Members should consider any potential future cost exposure linked to land use or liability.

Options Available to Council:
Members may resolve to:

Approve the request in principle, subject to satisfactory legal agreement and technical validation.
Approve the request with specific conditions (e.g., formal licence, indemnity, method statement, and maintenance agreement).
Defer the decision pending further information (e.g., drainage surveys, legal advice, or site plans).
Refuse the request, providing clear reasons.

COUNCIL BUSINESS

Minutes

To approve the minutes of the meeting held on:

25 February 2026

Note: amendments must be agreed by vote.

Planning Matters

5.1 Planning Applications for Consideration
To consider current planning applications received from the Local Planning Authority and to agree the Parish Council’s response.

Applications:

a) Application Ref: P26/V0126/HH – Amendment No.1
Proposal: Rear extension replacing sun room, garage conversion, new gable roof, and front porch extension.
Location: Eventurer, Prospect Road, Upton, Didcot, OX11 9HT
b) Application Ref: P26/V0555/AG
Proposal: Erection of agricultural barn.
Location: Land at Dene Hollow, Chilton, OX11 0SN

Considerations:
Members are asked to review all submitted plans and supporting documentation and consider:

Compliance with local planning policy and the adopted development plan
Impact on neighbouring properties (amenity, overlooking, loss of light, noise)
Design, scale, and visual impact within the street scene and wider landscape
Highways and access implications
Environmental and ecological considerations
Any material planning considerations relevant to each application

5.2 Planning Amendments
To consider amendments submitted to an existing planning application and determine whether the Parish Council wishes to revise or reaffirm its previous response.

Application:

Application Ref: P25/V2762/FUL – Amendment No.1
Location: Land at Wattle Cottage Farm, Prospect Road, Upton

Considerations:
Members should review the amended plans and supporting information and consider:

The nature and extent of the amendments
Whether the amendments address any previous concerns raised by the Parish Council
Any new material planning considerations arising from the changes.

5.3 Planning Decisions Noted
To formally note planning decisions issued by the Local Planning Authority since the previous meeting.

Decisions:

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

Reports

6.1 County Councillor Report
To receive a report from the County Councillor on matters relevant to Upton Parish.

6.2 District Councillor Report
To receive a report from the District Councillor on matters relevant to Upton Parish.

Governance

7.1 Standing Orders
To review and formally adopt the Council’s Standing Orders, ensuring they remain up to date and compliant with current legislation and best practice.

Background:
Standing Orders govern the conduct of Council business, including procedures for meetings, decision-making, procurement, and member responsibilities. Regular review is required to ensure alignment with legislative changes and operational needs.

Considerations:
Members should consider:

Compliance with the latest model Standing Orders (e.g. NALC guidance)
Inclusion of current legislative requirements (e.g. procurement thresholds, Public Contracts Regulations where applicable)
Clarity and usability of procedures

Recommendation:
That the Council reviews and formally adopts the Standing Orders, with or without amendment.

7.2 Financial Regulations
To review and approve the Council’s Financial Regulations.

Background:
Financial Regulations set out the framework for financial management, including budgeting, accounting, banking, procurement, and audit. They must be reviewed regularly to ensure compliance with statutory requirements and Proper Practices.

Considerations:
Members should consider:

Alignment with current legislation and audit guidance
Adequacy of financial controls and authorisation limits
Procurement procedures and thresholds
Clarity of roles and responsibilities

Recommendation:
That the Council approves the Financial Regulations for use during the forthcoming financial year.

7.3 Asset Register
To review and approve the Council’s Asset Register.

Background:
The Asset Register provides a record of all Council-owned land and assets and forms part of the Annual Governance and Accountability Return (AGAR) requirements.

Considerations:
Members should ensure:

All assets are accurately recorded and up to date
Asset values are consistent with accounting requirements
Any acquisitions or disposals are reflected

Recommendation:
That the Council reviews and approves the Asset Register.

7.4 Risk Management
To review and approve the Council’s Risk Assessment and Risk Management arrangements.

Background:
The Council is required to maintain adequate and effective risk management arrangements to identify and mitigate financial, operational, and legal risks.

Considerations:
Members should consider:

Identification of key risks (financial, governance, legal, operational)
Adequacy of existing control measures
Any new or emerging risks
Frequency of review and monitoring arrangements

Recommendation:
That the Council approves the Risk Assessment and confirms that appropriate risk management arrangements are in place.

7.5 Insurance
To review the Council’s insurance cover and confirm its adequacy.

Background:
The Council must maintain appropriate insurance cover for its activities, assets, and liabilities.

Considerations:
Members should review:

Levels of cover (e.g. public liability, employer’s liability, asset cover, fidelity guarantee)
Any changes to assets or activities requiring updated cover
Value for money and policy terms

Recommendation:
That the Council confirms the adequacy of its insurance arrangements or identifies any required changes.

7.6 Internal Auditor
To appoint an Internal Auditor for the financial year 2026/27.

Background:
The Council is required to appoint an independent and competent Internal Auditor to review its systems of internal control and report annually.

Considerations:
Members should consider:

Independence and competence of the proposed auditor
Scope of the internal audit
Cost and value for money

Recommendation:
That the Council appoints a suitably qualified and independent Internal Auditor for the 2026/27 financial year. LCC is recommended and has been previously circulated with quotes requested from a total of four providers in October 2025.

7.7 Internal Controls
To review the effectiveness of the Council’s internal control systems.

Background:
The Council must ensure that its internal control systems are adequate and effective in managing financial and operational risks, as required under the Accounts and Audit Regulations.

Considerations:
Members should consider:

Bank reconciliation procedures
Authorisation of payments and separation of duties
Budget monitoring and reporting
Compliance with Financial Regulations
Findings from internal and external audit (if applicable)

Recommendation:
That the Council reviews and confirms the effectiveness of its internal control arrangements.

Council Assets and Village Matters

8.1 Village Survey
To consider and approve the Village Survey prepared by the Parish Council Working Group.

Background:
A Working Group established by the Parish Council has undertaken the preparation of a Village Survey to gather residents’ views on local services, facilities, and future priorities within Upton. The survey is intended to inform the Council’s decision-making, strategic planning, and potential project development.

The draft survey has been circulated to Members for review.

Considerations:
Members are asked to consider:

Content and Clarity:
Whether the questions are clear, unbiased, and aligned with the objectives of the survey.
Scope and Relevance:
Whether the survey adequately captures key issues affecting the village, including infrastructure, amenities, environment, and community priorities.
Data Protection and Anonymity:
Compliance with data protection requirements (e.g. UK GDPR), including how responses will be collected, stored, and used.
Distribution Method:
Proposed methods for issuing the survey (e.g. online platforms, paper copies, delivery to households) and ensuring accessibility for all residents.
Engagement Strategy:
Measures to encourage participation and achieve a representative response rate.
Analysis and Reporting:
How results will be collated, analysed, and reported back to the Council and residents.
Resource Implications:
Any associated costs (e.g. printing, postage, software tools) and officer/member time required.

Governance Note:
As the survey has been prepared by a Working Group, Members should ensure that the final version is formally approved by full Council prior to distribution.

Options Available to Council:
Members may resolve to:

Approve the Village Survey for distribution.
Approve the Village Survey subject to specified amendments.
Defer approval pending further revisions.

Recommendation:
That the Parish Council reviews the draft Village Survey and determines whether to approve it for distribution, with or without amendment.

8.2 Council Land and Grounds Maintenance
To review the current maintenance arrangements for Council-owned land and assets following the recent contractor appointment and site visit by Scofell.

Background:
The Parish Council has appointed a contractor to undertake grounds maintenance across its land and assets. A site visit has been carried out by Scofell to assess maintenance requirements, standards, and any operational considerations.

This item provides an opportunity for Members to review the effectiveness of current arrangements and ensure that maintenance standards meet the Council’s expectations.

Considerations:
Members are asked to consider:

Scope of Works:
Whether all relevant areas of Council-owned land and assets are included within the maintenance schedule.
Standards of Maintenance:
Whether the agreed specification reflects the desired quality and frequency of works (e.g. grass cutting, hedge maintenance, litter management).
Contractor Performance:
Initial feedback following appointment and site visit, including communication, responsiveness, and understanding of requirements.
Health and Safety:
Compliance with health and safety requirements, including risk assessments and safe working practices.
Environmental Considerations:
Opportunities to support biodiversity, sustainability, and environmentally sensitive land management.
Financial Implications:
Confirmation that the maintenance arrangements are within the agreed budget and provide value for money.
Monitoring Arrangements:
How performance will be monitored and reviewed over time.

Recommendation:
That the Parish Council reviews the current grounds maintenance arrangements and confirms that they are appropriate, or agrees any required amendments.

8.3 Machinery Maintenance
To note maintenance undertaken on Parish Council-owned equipment.

Background:
Maintenance and servicing of Council-owned machinery has been carried out by Kalehurst Garden Machinery to ensure equipment remains safe, functional, and compliant with operational requirements.

Considerations:
Members are asked to note:

The nature of the maintenance and any repairs undertaken
The operational condition of equipment following servicing
Any recommendations provided by the service contractor
Ongoing maintenance requirements and scheduling

Financial Implications:
Members should note the associated costs and ensure they are within the allocated budget for equipment maintenance.

Recommendation:
That the Parish Council notes the maintenance undertaken on its equipment.

Website and Transparency

10.1 Transparency Code Compliance
To review the Parish Council’s compliance with statutory transparency and publication requirements applicable to authorities with an annual turnover exceeding £25,000.

Background:
As the Council’s annual turnover exceeds £25,000, it is not covered by the Transparency Code for Smaller Authorities but is instead subject to broader statutory requirements, including:

The Accounts and Audit Regulations 2015
The Local Government Act 1972
The Freedom of Information Act 2000
The Local Government Transparency Code 2015 (where applicable as best practice)

The Council is required to ensure that key governance, financial, and operational information is published and accessible, typically via its website. Regular review supports accountability, transparency, and compliance with audit requirements, including the Annual Governance and Accountability Return (AGAR).

Key Requirements / Best Practice Publications:
Members should ensure that the following information is published and kept up to date:

Annual Governance and Accountability Return (AGAR), including:
- Annual Governance Statement
- Accounting Statements
- External Auditor Report
Notice of Public Rights and publication of unaudited and audited accounts
Minutes, agendas, and supporting papers for Council meetings
Councillor contact details and register of interests
Asset Register
Financial information, including budgets and expenditure (in line with best practice transparency expectations)
Internal audit reports
Policies and governance documents (e.g. Standing Orders, Financial Regulations, Code of Conduct)

Considerations:
Members are asked to consider:

Accessibility:
Whether information is clearly structured and easy for the public to locate
Accuracy and Timeliness:
Whether documents are current and published within required timescales
Compliance:
Whether statutory obligations are fully met, including publication of AGAR documents and public rights notices
Website Functionality:
Whether the Council’s website is fit for purpose in supporting transparency and public engagement
Data Protection:
Ensuring compliance with UK GDPR when publishing personal data

Recommendation:
That the Parish Council reviews its current transparency and publication arrangements and agrees any actions required to ensure full compliance with statutory requirements and best practice.

10.2 Website Publication Issue

To consider the reported issue of meeting minutes intermittently disappearing from the website.

Council to consider:

requesting investigation by Darkwhite
interim publication arrangements
further actions required.

10.2 Website Publication Issue
To consider a reported issue concerning Parish Council meeting minutes intermittently disappearing from the Council’s website and to determine appropriate actions.

Background:
It has been reported that published meeting minutes are not consistently available on the Council’s website, with instances of documents becoming inaccessible or disappearing after publication. This raises concerns regarding transparency, public access to information, and compliance with statutory publication requirements.

The Council’s website is maintained by Darkwhite, who may need to investigate the issue.

Considerations:
Members are asked to consider:

Transparency and Compliance:
The requirement to ensure that approved minutes and other governance documents remain publicly accessible in accordance with statutory obligations and best practice.
Technical Reliability:
The potential causes of the issue, including hosting, content management systems, or administrative processes.
Reputational Risk:
The impact on public confidence if information is not consistently available.
Data Integrity and Record Keeping:
Ensuring that official records are securely stored and can be reliably published and retrieved.
Interim Arrangements:
Measures to ensure continued public access while the issue is being resolved (e.g. alternative hosting, document repositories, or direct publication methods).
Responsibility and Escalation:
Clarifying responsibility for investigating and resolving the issue, including engagement with the website provider.

Options Available to Council:
Members may resolve to:

Request that Darkwhite undertakes a full technical investigation and provides a report.
Implement interim publication arrangements to ensure continuous public access to minutes.
Review website management processes and controls.
Consider longer-term solutions if issues persist (e.g. alternative hosting or providers).

Recommendation:
That the Parish Council:

Requests a formal investigation by Darkwhite into the reported issue,
Agrees interim arrangements to ensure meeting minutes remain publicly accessible, and
Determines any further actions required to safeguard transparency and compliance.

Finance and Administration

11.1 Bank Balances
To note the Parish Council’s current financial position based on bank balances as at 28 February 2026.

Balances:

Community Account: £12,220.87
Commercial Instant Access Account: £93,314.57

Total Funds Available: £105,535.44

11.2 Authorisation of Payments
To agree nominated Members to authorise payments on behalf of the Parish Council for the forthcoming month, in accordance with the Council’s Financial Regulations.

Recommendation:
That the Parish Council appoints at least two Members as payment authorisers for the forthcoming month, in accordance with its Financial Regulations.

11.3 Payments for Approval

Recommendation:
That the Parish Council resolves to approve the payments as listed in the schedule and authorises their payment.

Transaction Date	Transaction Description	Debit Amount
17/02/2026	Bank Charges	4.25
16/02/2026	PLAYSAFETY LIMITED	328.8
16/02/2026	SLCC Membership	215
16/02/2026	TFM	429.9
16/02/2026	TESCO MOBILE	7.98
02/02/2026	UPTON PARISH COUNC Internal Transfer to Treasurer Account	57980

11.3.1 Expense Claims
To consider and approve expense claims submitted for reimbursement.

11.3.2 To Authorise Employee Salary Payment

To approve the payment of employee salary in accordance with the Council’s approved budget and contractual obligations.

11.4 Receipts

Recommendation:
That the Parish Council notes the receipts received as listed.

Date	Description	Credit Amount
09.02.2026	Interest	22.32

11.5 Bank Reconciliation
To review and approve the bank reconciliation for the Parish Council as at 28 February 2026.

11.6 Bank Signatories

Purpose of Item:
To review the Parish Council’s bank signatories and payment authorisation arrangements to ensure they remain appropriate, secure, and compliant with the Council’s Financial Regulations.

Background:
The Council is required to maintain up-to-date bank signatory arrangements to ensure proper financial control, continuity, and security. Changes in Council membership, roles, or responsibilities may necessitate updates to authorised signatories.

Regular review is considered best practice and supports audit compliance.

Considerations:
Members are asked to consider:

Current Signatories:
Whether the existing list of authorised signatories remains accurate and appropriate
Separation of Duties:
Ensuring that payment authorisation processes maintain appropriate checks and balances (e.g. at least two authorisers, independent of payment preparation)
Continuity and Coverage:
That there are sufficient authorised signatories to ensure business continuity in the event of absence
Access and Security:
Whether access to banking systems is appropriately controlled and up to date
Changes Required:
Any additions or removals of signatories following elections, resignations, or changes in roles
Compliance with Financial Regulations:
That arrangements align with the Council’s adopted Financial Regulations

Recommendation:
That the Parish Council reviews its bank signatory arrangements and confirms that they are appropriate, or agrees any required amendments.

12.1 Upton News
To consider and agree any contributions from the Parish Council for inclusion in the next edition of Upton News.

Date of Next Meeting

To confirm the date, time, and location of the next meeting of the Parish Council.

The next meeting of Upton Parish Council is scheduled for:

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

Agenda For Upton Parish Council Meeting 25.02.2026

February 18, 2026

UPTON PARISH COUNCIL

NOTICE OF MEETING

18 February 2026

To: All Members of the Council

You are hereby summoned to attend a meeting of Upton Parish Council to be held in the Small Meeting Room, Upton Village Hall, on Wednesday 25 February 2026 at 19:00.

Members of the public and press are welcome to attend.

Signed
Benjamin Shaw
Clerk & Responsible Financial Officer
Upton Parish Council

AGENDA

Apologies for Absence

To receive and consider apologies for absence.

Declarations of Interest

To receive any declarations of interest relating to items on this agenda.

Open Forum

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

Minutes

To approve the minutes of the Parish Council meeting held on 28 January 2026.
Note: Any amendments must be agreed by vote.

Planning

5.1 To consider any new planning applications received since publication of the agenda.

5.2 To note updates or decisions in respect of previously considered applications, including:

P25/V2762/FUL
P26/V0101/PIP

5.3 Councillor request for draft response to be circulated prior to submission.

5.4 To Note Council Failure to respond to Planning application P26/V0126/HH Eventurer Prospect Road Upton Didcot was not responded to within deadline or a request for the deadline to be extended as advised in emails sent 16.02.2026 & 12.02.02.2026 & 11.02.2026 and Phone communication to all council members by the Clerk & RFO

To hear representation from the District Councillor
To hear representation from the County Councillor
Village Matters

8.1 Recreation Ground / Grounds Maintenance Contract
To receive an update from the Clerk on TFM’s best and final offer and to ratify appointment of contractor.

8.2 Volunteer / Working Groups
To discuss structured engagement via Village Survey and Upton News regarding:

Play area working group
Community land working group

8.3 Tree Works / At-Risk Trees
To receive update on quotation and invoice from Michael Wilson and agree next steps.

8.4 Play Area – Maintenance and Safety

To consider quotations for replacement swing beam
To consider trim trail rope adaptation proposal
To confirm inspection rota

8.5 IT & Website Migration

To receive update on hosting support ticket
To review progress on .gov migration
To consider outsourcing website migration if required to meet April deadline

8.6 Machinery Servicing and Security
To receive report following February servicing and consider any write-off or replacement of strimmer equipment.

8.7 Village Survey
To receive update and agree next steps for distribution and scope.

8.8 Parish Emergency Plan
To consider framework for updating the Parish Emergency Plan and potential volunteer engagement.

8.9 Recreation Ground Signage
To receive update on volunteer repair works.

Governance

9.1 Delegated Decision-Making Arrangements (March 2020)
To receive and note the Clerk’s Governance Note regarding delegated decision-making arrangements adopted on 19 March 2020, and to consider whether Council wishes to:

Reaffirm the existing delegation;
Amend the scheme of delegation; or
Formally withdraw the delegation.

9.2 Oxfordshire Unitary / “Ridgeway” Proposal – Consultation Response

To note the Government consultation on proposals for two new unitary councils for Oxfordshire and West Berkshire, including the “Ridgeway Council” option (closing date 26 March 2026).
To consider delegating authority to Cllr Peter Head to prepare and submit a detailed consultation response reflecting the Council’s previously agreed support (Minute October 2025, Item 12).

9.3 National Planning Policy Framework – December 2025 Consultation

To note the Government consultation on proposed reforms to the National Planning Policy Framework (closing date 10 March 2026).
To consider the Council’s corporate response, including issues arising from recent planning applications and appeals locally and within the North Wessex Downs National Landscape.
To consider delegating authority to Cllr Peter Head to prepare and submit the response.

Finance & Administration

Balances:

Community Reserve £35,312.25
Community Account £71,186.80
Total Funds Available £106,499.05

10.1 Authorisation of Payments
To appoint payment authoriser for March 2026.

10.2 Approval of Payments
To approve payments made since the last meeting within budgeted amounts.

Transaction Date	Transaction Description	Debit Amount	Credit Amount
28/01/2026	MICROSOFT	10.3
27/01/2026	MICROSOFT	4.9
26/01/2026	External Audit	315
26/01/2026	Playground Inspection – December	318
26/01/2026	TFM	859.8
19/01/2026	Bank Charges	8.67
15/01/2026	Mobile	7.98
Total		1524.65

09/01/2026	Bank Interest		17.51
Total			17.51

10.3 Citizens Advice Donation
To consider request for donation and agree amount (if any).

10.4 SLCC Membership Renewal
To consider renewal of SLCC membership (£215).

10.5 Bank Reconciliation
To sign off bank reconciliation to end of January 2026.

10.6 Professional Advice Regarding Loan Agreement – Consideration and Next Steps

To formally note 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.
To consider governance, legal, audit, indemnity, insurance, and Code of Conduct implications.
To consider whether the Council wishes to:
- Instruct a solicitor specialising in parish and local council law;
- Consider alternative solicitors identified by OALC; or
- Determine any other lawful course of action, noting that any decision contrary to professional advice must be explicitly resolved and minuted.
To consider any officer or member concerns regarding governance processes and professional relationships insofar as they relate to the effective administration of the Council.

Upton News

To agree any contributions to the March edition.

Date of Next Meeting

To confirm the date and venue of the next full council meeting.
Wednesday 25 March 2026 at 19:00
Small Meeting Room, Upton Village Hall