UPTON PARISH COUNCIL
23rd April 2026

To: All Members of the Council

You are hereby summoned to attend a meeting of the Parish Council to be held in the small meeting room at Upton Village Hall on Wednesday 29th April 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

1. To receive apologies for absence
2. To record any declarations of interests relating to this meeting
3. Open Forum

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

4. To approve the minutes of the Parish Council meetings held on 25th February 2026 & 25th March 2026

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

5. Planning

5.1 P26/V0730/FUL – Demolition of existing house & outbuilding. Replacement self-build dwelling. Maslina Reading Road Upton Didcot OX11 9JJ – Deadline 29th April 2026

5.2 Decision Notice

To note the decision and, if thought appropriate, to agree Parish Council correspondence with Vale of White Horse District Council regarding enforcement case VE24/201 and related matters, and to authorise any associated correspondence with other relevant authorities and organisations.

REFUSAL OF PLANNING PERMISSION
Vale of White Horse District Council hereby gives notice that planning permission
is REFUSED for the carrying out of the development referred to above for the
following reason(s) :
The lack of a 5-year supply of gypsy/traveller sites under the Vale of White
Horse Local Plan 2031 together with the personal circumstances of the
applicant and his family are outweighed, by the harmful impacts of other
planning policy considerations contained in the National Planning Policy
Framework, when taken as a whole. These include, the adverse flood risk
impacts of the development; the adverse impacts of the development on the
North Wessex Downs National Landscape; the adverse highway safety impacts
of the development; the failure to adequately address a net loss of biodiversity;
the adverse impacts of the development on the intrinsic value of the
countryside and local distinctiveness; and the intentional unauthorised nature of
the development. These adverse impacts outweigh the titled balance in favour
of the grant of permission under paragraph 11(d) of the National Planning
Policy Framework.

Planning Decision
Application No : P25/V2762/FUL
Application proposal, including any amendments :
Change of use of land from equestrian to a mixed use comprising equestrian
and a Gypsy/Traveller site to include 4 pitches comprising 1 mobile home per
pitch, with the relocation of an existing container. (As amended by information
received 10 March 2026.)
Site Location : Land at Wattle Cottage Farm Prospect Road Upton Didcot OX11
9HT

6. Clerk’s Report

To receive a report from the Clerk/Responsible Financial Officer on:
• Progress of the proposed land acquisition
• Summary of legal advice received
• Overview of key matters requiring decision, including:
o Execution arrangements
o Loan agreement structure
o Funding sources (loan, donations, reserves)
o Exchange and completion timing
o Risk considerations
and to note that the Council’s solicitor has provided a Report on Title dated 13 April 2026 and related legal advice which have been circulated to members as confidential papers.

For information and noting

7. Use of Loan, Donations and Council Reserves

To consider and confirm, in line with the DLUHC borrowing approval, that:
• The private loan (up to £90,000) shall be applied solely towards the purchase price of the land and associated acquisition costs;
• Any post-completion works (which may include fencing, signage, access arrangements, and land management) shall be funded from:
o Donations, and/or
o Council reserves

Proposed Resolution:
That the Council agrees that:

1. The private loan facility (up to £90,000) shall be applied solely towards the purchase price of the land and associated acquisition costs; and
2. All post-completion expenditure shall be funded from donations and/or Council reserves and not from the loan facility.

8. Execution of Legal Documents

To consider the appropriate execution arrangements for:
• The Contract for Sale
• TP1 Transfer Deed
• Loan Agreement

In accordance with Section 14(3) of the Local Government Act 1972 and the Council’s Standing Orders.

Proposed Resolution:
That:

1. The Contract for Sale, TP1 Transfer Deed, and Loan Agreement shall be executed as deeds on behalf of the Council;
2. Execution shall be by any two Members of the Council;
3. The signatures of those Members shall be witnessed by the Proper Officer (Clerk) in the absence of a common seal; and
4. The Clerk be instructed to inform the Council’s solicitor of these execution arrangements and to request that the Loan Agreement be amended accordingly before execution.

9. Authority to Proceed to Exchange and Completion

To consider granting delegated authority to the Clerk, in consultation with the Chair (or, if the Chair is unavailable, any other member of the Council), to:
• Finalise terms with the Council’s solicitor
• Proceed to exchange of contracts
• Make the required deposit payment, including authorising the transfer of the required deposit from the Council’s bank account
• Complete the transaction

Subject to:
• Legal advice confirming readiness
• Funding arrangements being in place
• Remaining within the period of DLUHC borrowing approval

Proposed Resolution:
That delegated authority be granted to the Clerk, in consultation with the Chair (or, if the Chair is unavailable, any other member of the Council), to proceed as outlined.

10. Exchange and Completion Timing

To note and consider:
• Legal advice regarding the recommended minimum period between exchange and completion
• Requirements relating to:
o Loan drawdown (including notice period)
o Availability of funds
o External deadlines (including borrowing approval expiry)

Proposed Resolution:
That the Council notes the advice and agrees that exchange and completion shall be scheduled in accordance with the advice of the Council’s solicitor.

11. Anti-Money Laundering and Member Compliance

To receive confirmation from the Clerk that:
• Appropriate due diligence, including anti-money laundering and source of funds checks, has been completed
• There is no conflict with:
o The Members’ Code of Conduct
o Section 106 of the Local Government Finance Act 1992

For noting in the minutes.

12. Risk Assessment and Instructions to Solicitor

To consider:
• The overall risk position of the transaction
• Whether remaining risks are proportionate and manageable

Proposed Resolution:
That the Council, having considered the solicitor’s Report on Title and associated legal advice, confirms that it considers the remaining risks to be proportionate and manageable in the context of the Council’s intended use of the land, and confirms its instructions to the solicitor to proceed with the transaction on that basis.

13. Insurance and Site Management

To consider:
• Insurance arrangements for the land following exchange and/or completion
• Initial site measures, including:
o Permissive access/path arrangements
o Fencing, signage, and safety measures

Funding to be from donations and/or Council reserves.

Proposed Resolution:
That the Council:
(a) authorises the Clerk/RFO to arrange appropriate landowner’s and public liability insurance for the land with effect from the date of exchange of contracts; and
(b) in principle supports the continuation of informal public access along the northern boundary of the land following completion, with detailed permissive path arrangements to be developed and brought back to Council.

14. Exclusion of Public and Press (if required)

Proposed Resolution:
That, pursuant to the Public Bodies (Admission to Meetings) Act 1960, the public and press be excluded due to the confidential nature of the business to be transacted, specifically relating to:
• Privileged legal advice; and
• Potentially sensitive financial or personal information.

PART 2 – CONFIDENTIAL (IF REQUIRED)

15. Confidential Legal Advice

To consider detailed legal advice from the Council’s solicitor in relation to:
• Contractual terms
• Loan agreement structure
• Risk matters

16. Confidential Matters (if any)

To consider any matters which may involve:
• Personal or financial details relating to third parties
• Information not appropriate for public disclosure

17. Finance & Administration

Treasurers Account to 31/03/26 £9,639.81
Business Bank Instant Account to 31/03/26 £93,350.36
Total funds available as at 31/03/26 £102,990.17

17.1 To agree the authorisers for next month’s payments.
17.2 To approve payments made below within budgeted amounts.

17.3 To sign off bank reconciliation to end of March 2026.
17.4 To Approve Expenses
17.5 To Approve all Salary Payments

18. To hear any updates on any aspect of the recreation ground including play areas and maintenance.

18.1 Recreation Ground Access

To consider matters relating to access to the recreation ground, including:

Access and Key/Code Policy
To note that a detailed draft policy regarding the lending of keys and access codes is in preparation and is expected to be presented to Council at the May or June meeting, and to consider interim arrangements for immediate requirements.

Ad Hoc Access for Uptonogood Volunteers
To consider a proposal to grant ad hoc access to named Uptonogood volunteers (specifically Bob and Mike) for a period of three months, to enable preparations for the event, including access to the land and the garage.

19. To agree any contributions to Upton News for April
20. Personnel Committee and Staffing Matters

Annual Appraisal: To resolve to set the date and arrangements for the Clerk’s annual appraisal in May, ensuring the process aligns with NALC employment guidelines and the Clerk’s contract of employment.

20.1 Personnel Committee Membership

To resolve to appoint a third Councillor to the Personnel Committee to ensure the committee remains quorate and effectively fulfils its Terms of Reference.

21. To confirm the date and venue of the next full council meeting

Next full council meeting will be Wednesday 27th May 2026 at 19.00 in the small meeting room

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

1. Apologies for Absence

To receive and consider apologies for absence.

2. Declarations of Interest

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

3. Open Forum

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

4. Minutes

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

5. 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

6. To hear representation from the District Councillor
7. To hear representation from the County Councillor
8. 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.

9. 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.

10. 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.

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.

11. Upton News

To agree any contributions to the March edition.

12. 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

UPTON PARISH COUNCIL

18^th January 2026

To: All Members of the Council

You are hereby summoned to attend a meeting of the Parish Council to be held in the small meeting room at Upton Village Hall on Wednesday 28th January 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

1. To receive apologies for absence

2. To record any declarations of interests relating to this meeting

3. Open Forum

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

4. To approve the minutes of the Parish Council meetings held on 19^th November 2025 & Extraordinary Meeting 3^rd December 2025

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

5. Planning

5.1 P25/V2762/FUL – Change of use of land from equestrian to a mixed use comprising equestrian and a Gypsy/Traveller site to include 4 pitches comprising 1 mobile home per pitch, with the relocation of an existing container.

5.2 P25/V2722/S73 – Variation of condition 2 on planning permission P24/V0675/HH- re-position the proposed outbuilding from the centre of the garden to adjacent to the southern boundary (Proposed increase in ridge height of the main bungalow, together with the incorporation of front dormer windows. Proposed single storey ground floor infill extension and proposed covered carport. New gravel driveway area to link two existing gravel areas, replacement windows and over-cladding throughout and proposed outbuilding in rear garden.)

5.3 Planning Consultation – P26/V0082/HH – Dormer window on front elevation raising the ridge to form dormer with loft conversion to rear elevation. Velux rooflights and render to some elevations. Convert garage to living accommodation.

5.4 P26/V0101/PIP – Land at Little Acorns Main Street West Hagbourne Didcot OX11 0NA Erection of a minimum of three and a maximum of three detached residential dwellings.

6. To review village matters:

6.1 Recreation Ground / Grounds Maintenance Contract – Update
To receive an update from the Clerk on:

Revised quotation from Scofell, following further correspondence: Based on the same frequency and schedule as previously tendered

• Revised offer: £4,360.00 per annum (ex. VAT) VS TFM £4429 per annum (ex. VAT)

• Reduction offered to reflect efficiencies and prior site knowledge

6.2 Volunteer / Working Group Approach – Update
To receive an update on:
• Public engagement and any expressions of interest from residents
• Initial planning for potential 2026 reintroduction of a village working party

6.3 Tree Works / At-Risk Trees – Update
To receive the report and quotation from Michael Wilson

6.4 Play Area – Maintenance, Safety and Future Planning – Update
To receive an update from Cllr. FY on:
• Current safety status of the play area
• Any items monitored, removed or isolated since the last meeting

6.5 IT & Website – Update
To receive an update on:

• Outcome of the email/hosting handover meeting between Cllrs. FY and PH

• Planned work on website improvements

6.6 Machinery Servicing and Security – Update
To receive an update from the Clerk on:
• Collection and servicing of mower, strimmer and related equipment

6.7 Village Survey – Update Cllr Yates

6.8 Emergency Plan –Cllr Yates to propose council review and update the Parish Emergency Plan
Including discussion of any amendments, responsibilities, and next steps.

6.10 Council To consider the broken signage at the entrance to the Recreation Ground
Including condition, visibility, and any proposals for repair, replacement, or improvement.

7. Finance & Administration

Community Reserve to 31/12/25 £35294.74

Community Account to 31/12/25 £ 72711.45
Total funds available as at 31/12/25 £108006.19

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

7.2 To approve payments made below within budgeted amounts.

7. 3. To sign off bank reconciliation to end of December 2024.

   4. To hear update of the precept for 2026/27

8. West Hagbourne Village Signage & Gateways To consider and resolve upon a request from West Hagbourne Parish Council to install village gateway structures within the Upton Parish boundary.

Background: To review the proposal for white “village gates” to be sited approximately 30m inside the Upton boundary on the approach road from Upton to West Hagbourne, intended to align with existing 20mph speed limits for improved traffic calming visibility. Discussion: To discuss the implications regarding parish/settlement boundaries and to review the proposed conditions regarding ownership, maintenance, and liability.

Resolution: To formally approve/refuse the request subject to the standard conditions of indemnity and the preservation of existing planning boundaries.

9. Council to recognise the resignation of Councillor Emma Watts Ley

To receive and formally accept the resignation of Cllr Emma Watts.

Formal Acceptance: To record the resignation of Cllr Watts effective January 8, 2026, and to note the commencement of the statutory period for a casual vacancy.

Vote of Thanks: To record a formal vote of thanks on behalf of the Parish Council for her service during 2025.

Recognition of Contributions:

To acknowledge her successful management of the recreation ground project, including the procurement of quotes and supervision of the installation of the posts.

To recognize her excellent work in community relations, specifically her consistent and high-quality briefings sent to the Upton News, which ensured village-wide transparency.

Administrative Action: To authorize the Clerk to display the Notice of Vacancy and to discuss the temporary delegation of her Upton News reporting duties.

10. To confirm the date and venue of the next full council meeting

Next full council meeting will be Wednesday 25^th February 2026 at 19.00 in the meeting room, Upton Village Hall.

UPTON PARISH COUNCIL

27^th November 2025

To: All Members of the Council

You are hereby summoned to attend a meeting of the Parish Council to be held in the small meeting room at Upton Village Hall on Wednesday 3^rd December 2025 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

1. To receive apologies for absence

2. To record any declarations of interests relating to this meeting

3. Open Forum

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

4. To approve the minutes of the Parish Council meetings held on 19^th November 2025

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

5. To vote on the following resolution proposed by Cllr Peter Head

RESOLUTION: DLUHC Borrowing Application – Chapel Furlong Land Acquisition

Upton Parish Council RESOLVES to seek the approval of the Secretary of State for Levelling Up, Housing and Communities to apply for borrowing of up to £103,202 for the Chapel Furlong land acquisition, comprising:

• An interest-free private loan of up to £90,000 over a borrowing term of 10 years (approved by Council resolution October 2025, subject to RFO due diligence); and
• Commercial borrowing from PWLB or alternative sources of up to £13,202 over a borrowing term of 15 years (only to be drawn if necessary).

The annual loan repayments will come to around £10,324 (comprising £9,000 per annum for the interest-free loan, plus approximately £1,324 per annum for the commercial borrowing if fully drawn).

UPTON PARISH COUNCIL

14^th November 2025

To: All Members of the Council

You are hereby summoned to attend a meeting of the Parish Council to be held in the small meeting room at Upton Village Hall on Wednesday 19th November 2025 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

1. To receive apologies for absence

2. To record any declarations of interests relating to this meeting

3. Open Forum

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

4. To approve the minutes of the Parish Council meetings held on 29^th October 2025

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

5. Planning

None to report at the time of the Agendas publication

6. To hear reports from the District Council Representatives

7. To hear reports from the County Council Representatives

8. To hear a proposal from Cllr Peter Head

RESOLUTION: DLUHC Borrowing Application and Business Case Approval

Upton Parish Council RESOLVES that:

1. a)Upton Parish Council approves the Land Acquisition Business Case dated 05/11/2025 as the basis for the DLUHC borrowing application.
2. b)The Council approves submission of the DLUHC borrowing application (Form Parish and Town Borrowing Application Form 2022-23) seeking Secretary of State approval for borrowing of up to £103,202 to facilitate the Chapel Furlong land acquisition.
3. c)The borrowing approval encompasses both:

The interest-free private loan of up to £90,000 (approved by Council resolution October 2025, subject to RFO due diligence)

Commercial borrowing from PWLB or alternative sources of up to £13,202 if required (only to be drawn if necessary)

1. d)The Clerk/RFO is authorised and instructed to:

Submit the completed DLUHC borrowing application within 5 working days of this resolution

Provide all supporting documentation required by DLUHC

Respond to any queries from DLUHC during the approval process

Report back to Full Council upon receipt of DLUHC decision

35. e) The RFO shall notify DLUHC of the actual loan amount drawn down following completion, in accordance with DLUHC guidance paragraph 35.

9. To review village matters:

9.1 Recreation Ground / Grounds Maintenance Contract – Update

To receive an update from the Clerk on:

• Quotation from TFM has now been received;

Our cost to you (exc VAT)

Grass cutting and strimming of the village recreation ground 20 times per annum, fortnightly March to November. £125.00 per cut

Grass cutting and strimming of the village pathways x6 and the overflow area of the churchyard. To be carried out monthly March to November (9 cuts) – £145.00 per cut

Total charge per annum – £3,805.00

Charge per month – £317.08

Bins per annum – £624.00

Total Inc VAT – £5314.80

• Quotation Scofel

Total £6,192.00

• A comparison of both quotes and any recommended next steps;
• Any changes required to the footpath/grounds maps used for tender evaluation.

9.2 Volunteer / Working Group Approach – Update

To receive an update on:

• Any public engagement or expressions of interest from residents regarding future volunteer working groups;
• Initial planning for potential 2026 reintroduction of a village working party.

9.3 Tree Works / At-Risk Trees – Update

To receive the report and quotation from tree contractor Michael Wilson, including:

• Findings from the updated site inspection;
• Identification of high-risk trees;
• A costed schedule of recommended remedial works for Council consideration.

9.4 Football Pitch Hire – Update

To receive an update from the Clerk on:

• Confirmation of the £40 refund issued to the resident;

9.5 Play Area – Maintenance, Safety and Future Planning – Update

To receive an update from Cllr. FY on:

• Current safety status of the play area;
• Any items monitored, removed or isolated since the previous meeting;

9.6 Play Area – 10-Year Costing and Grant Plan – Update

To receive:

• A draft outline (if available) of the 10-year indicative costing plan for replacement and renewal of play equipment;
• An update on potential grant opportunities linked to future land consultation.

9.7 Weekly Play Area Inspections – Rota Update

To receive an update on:

• Implementation of the new inspection rota;
• Return of completed inspection sheets;
• Any missed inspections and actions taken.

9.8 Storage Container, Marquees and On-Site Storage – Update

To receive an update from Cllr. FY on:

• Options and quotations for side-opening storage boxes;
• Progress organising and inventorying the marquees.

9.9 IT & Website – Update

To receive an update on:

• The outcome of the email/hosting handover meeting between Cllrs. FY and PH;
• Progress resolving access for Cllr. Talbot;
• Any planned work relating to website improvements.

9.10 Contributions to Upton News – Update

To receive an update on:

• Submission of agreed items for the latest Upton News edition;
• Publication status and resident feedback (if any).

9.11 Machinery Servicing and Security – Update

To receive an update from the Clerk on:

• Collection and servicing of mower, strimmer and related equipment;
• Any issues arising from the newly updated shed/security codes.

9.12 Car Park Markings / “Keep Clear” – Update

To receive an update on:

• Condition of the faded “KEEP CLEAR” marking;
• Any volunteer availability to undertake repainting.

9.13 Hard Standing – Update

To receive an update on:

• Whether any preliminary discussions have occurred with the Village Hall regarding future hard-standing options;
• Any changes in the financial position that may affect project viability.

9.14 Village Survey – Update

To receive an update on:

• Preparatory work aligning the future village survey with the NDP exploratory stage;
• Progress made by Cllr. PH on early NDP scoping conversations.

9.15 Village Fête / Communications – Update

To receive an update on:

• Attendance and outcomes of the fête planning meeting scheduled for 14 November 2025;
• Any next steps for event organisation.

10. Finance & Administration

Community Account to 30/10/25 £ 66,423.98

Commercial Instant Access Accountto 30/10/25  £29,536.55
Total funds available as at 30/08/24  £95960.53

• To agree the authorisers for next month’s payments.
• To approve payments to be made noted below within budgeted amounts.

• To sign off bank reconciliation to end of November 202

11. To receive and consider the Treasurer’s recommendations that:
12. a) The 2026/27 precept be increased from £27,418 (2025/26) to £37,460 (2026/27), comprising:

An inflationary increase in line with Annual CPI (3.8% in the 12 months to September 2025) to meet ongoing obligations;

An additional £9,000 to fund loan servicing for the property acquisition;

A total impact of £43.71 on a Band D property (£4.56 for inflation; £39.15 for loan servicing).

1. b) The Council note that, based on the current budget, approximately £4,900 is expected to be transferred to reserves at the end of the 2025/26 financial year.
2. c) The Council consider how best to strengthen fundraising efforts from 2026 onwards to ensure that receipts remain aligned with expected payments.

12. To confirm the date and venue of the next full council meeting

Next full council meeting will be Wednesday 22^nd January 2025 at 19.00 in the meeting room, Upton Village Hall.

UPTON PARISH COUNCIL

24th October 2025

To: All Members of the Council

You are hereby summoned to attend a meeting of the Parish Council to be held in the main hall at Upton village hall on Wednesday 29^th  October 2025 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

1. To receive apologies for absence

2. To record any declarations of interests relating to this meeting

3. Open Forum

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

4. To approve the minutes of the Parish Council meetings held on 24^th September 2025 & The Finance Committee Meeting 15^th October 2025

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

5. Planning

To Note no New Planning Applications at this time.

Proposed by Councillor Peter Head

RESOLUTION 1: Opposition to Weakening of Section 85 Duty

To RESOLVE THAT Upton Parish Council:

1. Strongly opposesany weakening or removal of the Section 85 duty under the Countryside and Rights of Way Act 2000 as strengthened by the Levelling Up and Regeneration Act 2023;
2. Supports the retentionof the strengthened duty requiring relevant authorities to “seek to further the purpose of conserving and enhancing the natural beauty, wildlife, and cultural heritage” of National Landscapes;
3. Notes with concernthat weakening these protections would directly undermine elements of our formal objection to planning application P24/V2170/FUL and would open the door to inappropriate development within and affecting the North Wessex Downs National Landscape portions of our parish;
4. Authorises the Clerkto write formally to:
   • Olly Glover MP (Didcot and Wantage)
   • Relevant Government Ministers (Secretary of State for Environment, Food and Rural Affairs; Parliamentary Under-Secretary of State for Planning)

expressing this position and urging them to oppose any amendments to the Planning and Infrastructure Bill that would weaken Section 85 protections;

5. Requeststhat Olly Glover MP provide a written response outlining his position and intended actions on this matter;
6. Encouragesall councillors to write individually to our MP in their personal capacity as residents and constituents supporting this position.

RESOLUTION 2: Partnership with North Wessex Downs National Landscape

To RESOLVE THAT Upton Parish Council:

1. Establishes formal liaisonwith the North Wessex Downs National Landscape team;
2. Commitsto ensure all future planning responses explicitly reference the Section 85 duty and the North Wessex Downs Management Plan where relevant to applications within or affecting the National Landscape;
3. Agreesto engage with the North Wessex Downs team on consultations, workshops, and strategic planning matters;
4. Resolvesto include North Wessex Downs National Landscape considerations in any future Neighbourhood Plan reviews or updates;
5. Authorises the Clerkto notify Henry Oliver (Director, North Wessex Downs National Landscape) of the council’s support for the campaign and our commitment to partnership working.

RESOLUTION 3: Public Awareness and Community Engagement

To RESOLVE THAT Upton Parish Council:

1. Instructsthe Clerk and Communications portfolio holder to use all available parish communications channels (website, newsletter, social media, noticeboards) to raise awareness amongst parishioners about:
   • The importance of the North Wessex Downs National Landscape designation for our parish
   • Current threats to legal protections under the Planning and Infrastructure Bill
   • How residents can support the campaign by writing to our MP
2. Approvesthe following communications paragraph for immediate publication, subject to minor editorial amendments by the Clerk or Communications portfolio holder:

“Upton Parish Council is calling on residents to support the campaign to protect the North Wessex Downs National Landscape (Formerly ‘AONB’). The Government is considering changes to planning law that could weaken vital protections for our countryside. The current law requires councils to ‘seek to further’ conservation and enhancement of the North Wessex Downs—this duty was central to our recent objection to inappropriate development affecting our parish. Over 170 national organisations are warning these changes would be ‘a monumental step back’ for landscape protection. What you can do: Write to our MP Olly Glover (olly.glover.mp@parliament.uk) asking him to oppose weakening of Section 85 protections in the Planning and Infrastructure Bill. For more information, contact the Parish Clerk or visit www.northwessexdowns.org.uk. Our countryside needs your voice.”

3. Encouragesparishioners to participate in any North Wessex Downs consultations, campaigns, and events;
4. Agreesto provide updates to parishioners on the progress of the Planning and Infrastructure Bill and the council’s advocacy efforts.

ALTERNATIVE: SINGLE COMBINED RESOLUTION

If the meeting is pressed for time, the following single resolution combines all three elements. Note either the 3 resolutions above are voted upon, or the following single resolution:

To RESOLVE THAT Upton Parish Council:

1. Strongly opposes any weakening or removal of the Section 85 duty requiring authorities to “seek to further” the conservation and enhancement of National Landscapes, noting this would undermine our formal objection to planning application P24/V2170/FUL and open the door to inappropriate development within and affecting the National Landscape portions of our parish;
2. Authorises the Clerk to write formally to Olly Glover MP and relevant Government Ministers expressing this position and requesting a written response on intended actions;
3. Establishes formal liaison with the North Wessex Downs National Landscape team and commits to explicitly referencing Section 85 duty and the North Wessex Downs Management Plan in all relevant future planning responses;
4. Instructs the Clerk and Communications portfolio holder to use parish communications channels to raise public awareness and encourage parishioners to support the campaign by writing to our MP, approving the communications paragraph set out above;

RESOLUTION 4: Neighbourhood Development Plan (NDP) for Upton

To RESOLVE THAT Upton Parish Council:

Upton Parish Council notes the potential statutory and community benefits of preparing a Neighbourhood Development Plan for the parish.
Council resolves to delegate to Cllr Peter Head authority to:

• Liaise with neighbouring parishes, the district council, and planning advisers,
• Open communication with residents to gauge community interest, priorities, and potential working group members,
• Seek further information on the process, available grants, resource implications, and report progress and recommendations for next steps to a future council meeting.

6. To Hear Questions and reports from District Council

7. To Hear Questions and Reports from County Council

8. To review village matters:

• The Recreation Ground
• Football Pitch Hire
• The Play Area
• External Audit
• Storage Container
• Organisation of the Marquees
• IT & Website
• Contributions to Upton News

9. To approve the signing off of the Clerk in the role

10. Councillor Peter Head to propose

RESOLUTION 1: Authorisation to Accept Anonymous Interest‑Free Loan

It is RESOLVED that:

1. a) Upton Parish Council authorises acceptance of an interest‑free private loan of up to £90,000 for the Chapel Furlong land acquisition, from a private individual who wishes to remain anonymous.
2. b) The Clerk/RFO is authorised and directed to:

• Conduct all necessary due diligence procedures, including anti‑money laundering checks, to verify the legitimacy of the loan offer and the capacity of the lender
• Maintain confidential records of lender identity and verification procedures in secure, restricted‑access files
• Execute all necessary legal documentation for the loan agreement

1. c) The loan shall be repaid over ten years through annual precept repayments of approximately £9,000 per annum.
2. d) Upon completion of due diligence, the RFO shall report to Full Council that verification procedures have been completed satisfactorily, without disclosing the lender’s identity, stating:
   “Due diligence and anti‑money laundering checks have been completed and confirm the legitimacy of the anonymous lender.”

RESOLUTION 2: Due Diligence and Confidentiality Procedures

It is FURTHER RESOLVED that:

1. a) The RFO is authorised to maintain confidential records of:

• Lender identity verification
• Anti‑money laundering compliance checks
• Source‑of‑funds documentation
• Ongoing loan administration records

1. b) These confidential files shall be:

• Maintained in secure, restricted‑access storage
• Available for inspection by DLUHC or external auditors under appropriate confidentiality arrangements
• Retained in accordance with the Council’s document‑retention policy

1. c) Any loan offer where the lender’s identity or source of funds cannot be fully verified shall be rejected and referred back to Full Council for determination.

RESOLUTION 3: Public Communication and Transparency

It is FURTHER RESOLVED that:

1. a) The Council’s public communications regarding the land acquisition funding shall reference:

• “An interest‑free loan from a verified private individual who wishes to remain anonymous”
• The loan amount, repayment term, and annual cost
• Confirmation that appropriate due diligence has been completed

1. b) The Clerk is authorised to respond to public enquiries by confirming that the loan arrangement is legitimate, fully verified, and compliant with all applicable laws and regulations, whilst maintaining the confidentiality of the lender’s personal details.
2. c) This arrangement balances the Council’s transparency obligations with legitimate privacy expectations whilst ensuring full regulatory compliance.

RESOLUTION 4: Funding Structure and Delegated Authority

It is FURTHER RESOLVED that:

1. a) The Council shall fund the land acquisition utilising available resources in the most financially advantageous manner, including:

• Community donations received and ringfenced for this purpose
• Council reserves
• Interest‑free private loan (up to £90,000)
• Commercial borrowing from the Public Works Loan Board or other competitively priced private or commercial lenders (only if required, and subject to appropriate due diligence checks)

1. b) The final funding mix shall be determined by the actual purchase price negotiated, with the objective of minimising or eliminating reliance on commercial borrowing.
2. c) The Clerk/RFO is delegated authority to finalise the most effective funding mix based on the actual purchase price and confirmed donation levels, without further reference to Full Council, provided the total annual debt service does not exceed the previously approved £45 per Band D precept increase effective from April 2026 (for the 2026/27 financial year).
3. d) The Clerk shall notify DLUHC of the actual loan amount drawn down as soon as completion occurs.

RESOLUTION 5: Delegation of Conveyancing and Completion Authority

It is FURTHER RESOLVED that:

1. a) Subject to confirmation that the Council’s bid has been accepted by the vendor, the Clerk/RFO, in consultation with the Council’s appointed solicitor, is authorised to:

• Instruct and commission all necessary pre‑purchase surveys, including land registry searches, boundary surveys, environmental assessments, or other professional reports required for due diligence
• Negotiate final terms and conditions of sale within the parameters approved by Full Council
• Execute all conveyancing documentation required to complete the land purchase
• Arrange payment of the purchase price and associated costs from the approved funding sources
• Complete all Land Registry formalities to register the Council as proprietor

1. b) The Clerk/RFO shall:

• Keep the Chair and the Working Group Chair informed of all material developments during the conveyancing process
• Refer any significant issues or deviations from expected terms back to Full Council before proceeding
• Present a full report to the next Full Council meeting following completion, including final costs, funding sources, and confirmation of title registration

1. c) The total authority delegated under this resolution shall not exceed the final agreed purchase price plus fifteen percent to cover legal, survey, and associated completion expenses.

11. Finance & Administration

11.1- Treasurers Account to 30/09/2025  £55373.44

11.2 – Business Bank Instant Account to 30/09/2025  £29521.02

11.3 – Total funds available as at 20/09/25  £84894.46

11.4 – To agree the authorisers for next month’s payments.

11.5 –  To approve payments made below within budgeted amounts.

11.6 –  To sign off bank reconciliation to end of September 2025.

11.7 –  To review all Standing Orders and approve

11.8 –  Presentation of End of First & Second Quarter Financial Statement To review budget v.expenditure for first two quarters of year.

Treasurers recommendations to Council:

Payments:

• We should consider looking at spending the ‘Ad hoc payments’ in ‘Recreation and ground maintenance’. If there is nothing immediate, then we should consider using for repair / coppicing any dangerous trees.
• We have budget for village upkeep. Council should consider if there us any immediate action needed. If not, we should consider either repurposing the monies against another item i.e. tree repair, or add to reserves against an item that needs more funds i.e. pump track, bus shelter etc.
• Training needs to be booked by new councillors for any relevant courses. Likewise the Clerk should consider implementing any additional training needed.
• Other payment items in budget are in process and should be invoiced in line (or thereabouts) with budget.

Receipts:

• We need to confirm the donations that have been received.
• The Council need to consider how they can advertise facilities hire.
• Clerk and Matt to action the VAT refund return.

11.9 – To hear a proposal from the Treasure and finance committee following the finance committee meeting held on October 15^th regarding a precept raise for the year 2026/2027 to be voted on by full council.

12. To hear proposal from Councillor Peter Head

Discussion – Unitary Authority Proposals for Oxfordshire (Ridgeway Council Option)

Background:
Oxfordshire’s system of local government may soon change. Five councils (including Vale of White Horse) have submitted the “Ridgeway Council” proposal, which would create a new unitary authority covering Vale, South Oxfordshire, and West Berkshire. Public consultation formally closed in the summer, but parish councils are still being invited by district councillors and other tiers to signal their opinions.

What is the Ridgeway Proposal?

• Combines existing district councils (Vale, South Oxfordshire, West Berkshire) into one new “Ridgeway Council,” responsible for all local government functions in those areas.
• Focuses on keeping decision-making closer to rural parishes, towns, and market town communities.
• Aims to preserve local identity and parish engagement, as opposed to a single county-wide authority (“One Oxfordshire”) or an “Oxford only” authority.

Why Is This on Our Agenda?

• The Ridgeway model could directly affect how planning, infrastructure, social care, and community services are managed in our parish.
• Parishes are being consulted by district and county councillors for views and/or endorsement.
• Our input, if agreed, can be registered with the district and our MP before the final government decision deadline.

Key Points for Consideration:

• Which model would best preserve local voice and access to decision-makers for Upton?
• How might different models influence parish council powers or our relationship with planning authorities?
• Does the council feel it wishes to offer a preference or support for the Ridgeway proposal?

Important Timing Advisory

The government deadline for all final submissions and supporting statements on the Ridgeway unitary authority proposal is 28 November 2025. To ensure our council’s view is counted:

Recommended RESOLUTION: Local Government Reorganisation – Support for Ridgeway Council Proposal

Upton Parish Council, having considered the proposals for local government reorganisation in Oxfordshire and the Ridgeway Council unitary authority model, hereby resolves to:

1. SUPPORT FOR RIDGEWAY PROPOSAL

This Council formally endorses and supports the Ridgeway Council proposal for a new cross-county unitary authority covering Vale of White Horse and South Oxfordshire (both in Oxfordshire) together with West Berkshire Council for the following reasons:

1. a) Local Democratic Accountability:The Ridgeway model would maintain decision-making closer to parishes and rural communities like Upton, preserving the strong parish-district relationships that have been built over many years;
2. b) Community Identity and Service Delivery:The proposal protects the rural, small village, and market town character of our area, avoiding the risks of over-centralisation and loss of local focus that could result from a single county-wide authority;
3. c) Proven Collaboration:The Ridgeway proposal builds on the demonstrated successful collaboration between Vale of White Horse and South Oxfordshire, particularly in addressing housing, infrastructure, environmental, and planning challenges;
4. d) Geographic and Economic Coherence:Cross-border ties with West Berkshire on issues including the North Wessex Downs AONB, Ridgeway National Trail, tourism, and green infrastructure provide sound geographical logic for the proposed authority.

2. COMMUNICATION OF SUPPORT

Council instructs the Clerk to communicate this resolution formally to:

1. a) Vale of White Horse District Council (Leader and Chief Executive);
   b) South Oxfordshire District Council (Leader and Chief Executive);
   c) West Berkshire Council (Leader and Chief Executive);
   d) Olly Glover MP (Member of Parliament for Didcot and Wantage);
   e) The Secretary of State for Housing, Communities and Local Government;
   f) District and County Councillors representing Upton ward.

3. PUBLIC STATEMENT

Council authorises the Chairman and Clerk to issue a public statement on behalf of the Council expressing this support, and to publish this resolution on the parish council website and in parish communications.

4. TIMING

Given the government deadline of 28 November 2025 for final submissions, Council requests that this communication be completed by 15 November 2025 at the latest to ensure Upton’s voice is registered in the decision-making process.”

SUPPORTING STATEMENT (For the Minutes)

• Upton is a small parish of approximately 400 residents with distinctive rural character and strong community identity;
• The village lies within and adjacent to the North Wessex Downs Area of Outstanding Natural Beauty;
• Local planning decisions and service delivery significantly affect the parish’s future character and sustainability;
• The Ridgeway model offers the best balance between effective service delivery and genuine local accountability for communities of Upton’s scale and character;
• Parish councils have been actively invited to express their preferences during this consultation period;
• The timing is critical, with final submissions due to government by 28 November 2025.

13. To hear proposal to present the anonymous lender with a contract for the Loan Agreement for the purchase of the land known as plot 3.

14. To hear an update on access to the emails & IT and any other updates

15. To confirm the date and venue of the next full council meeting

A request has been made to change the date of the next meeting to Wednesday 19^th November 2025 from the advertised date of 26^th November 2025.

UPTON PARISH COUNCIL

FINANCE COMMITTEE MEETING

Wednesday 15th October 2025

8.00pm

10^th October 2025

To: All Members of the Finance Committee of the Council

You are hereby summoned to attend a meeting of the Parish Council’s Finance Committee to be held in the meeting room of the village hall on Wednesday 15th October 2025 at 8.00pm.

Members of the public and press are welcome to attend. Please contact the Clerk at least 24 hours prior to the meeting as there may be seating restrictions.

Signed

Benjamin Shaw

Clerk to Upton Parish Council

Agenda

1. To note any apologies for absence

2. To elect a Chairman of the Finance Committee

3. To hear any Declarations of Interest

4. To review the of Terms of Reference

Any changes to be agreed by resolution of the Council.

5. To review the estimates of receipts and payments for 2024/2025

5.1 Receipts to date & to end of financial year

5.2 Payments to date & to end of financial year

5.3 Priorities / changes to the end of the financial year.

6. To establish estimates of receipts and payments for 2025/2026

6.1 Potential income

6.2 Priority tasks / projects

6.2 Employee(s)

6.3 Regular contractors

7. To review all banking standing orders & direct debits

7.1 SOs – Microsoft

7.2 DDs – Tesco mobile

8. To review other obligations

8.1 Outgoing grants:

The Council has no regular outgoing grants, but has contributed to the Upton Summer

Fete, Citizens Advice & Royal British Legion in the past.

8.2 Contractors

8.2.1 TFM – grounds maintenance contract

8.2.2 RoSPA – annual & quarterly play area inspections

9. To review the employee(s) salary & hours

• NALC pay award for 25/26 yet to be agreed.
• OALC recommend budget increase of min 5% (NJC spine + c4%)
• Current employee hours per month
• Overtime policy review

To review & agree the level of reserves needed for the next financial year.

11. Capital projects.

To establish reserves available for capital projects and to agree the budget for capital projects.

11.1 New projects

11.2 Remedial works

12. Precept for 2025/2026.

To agree the precept for the next financial year for recommendation to the full Parish Council.

13. To review & agree any amendments to the Council’s Financial Regulations

Last updated June 2025

Any changes to be agreed by resolution of the Council.

14. To review physical assets and liability

15. To review the adequacy of the Risk Management Policy

16. To review the adequacy of Council Insurance cover

17. Date of next Finance Meeting:- Wednesday 14th October 2026 7.00pm TBC

UPTON PARISH COUNCIL

You are summoned to an

 Extraordinary Meeting of Upton Parish Council

Upton Village Hall, Friday 5th  September 2025 at 7.00 pm

Upton Parish Council

1^st September 2025

To: All Members of the Council

You are hereby summoned to attend an Extraordinary Meeting of Upton Parish Council to be held at the Village Hall Small Meeting Room, Upton on Friday 5^th September 2025 at 19:00, to consider and act upon the business detailed on the agenda below.

Members of the public and press are welcome to attend.

Signed,

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

AGENDA

1. To receive apologies for absence
2. To record any declarations of interest relating to this meeting
3. Open Forum
   3.1 To receive representations from members of the public, if present
   (Maximum 15 minutes, 3 minutes per speaker)
4. Council Business
   4.1 To consider and resolve that Upton Parish Council applies to the Secretary of State for approval to borrow funds. This application is required under the Local Government Act 2003, unless the borrowing is a temporary loan or overdraft to be repaid within the current financial year.

This application must be supported by a formal resolution of full Council. The Council recognises that existing statutory regulations remain in force under the Localism Act 2011 and understands that borrowing limits are determined by the Secretary of State.

UPTON PARISH COUNCIL

23rd July 2025

To: All Members of the Council

You are hereby summoned to attend a meeting of the Parish Council to be held in the small meeting room at Upton Village Hall on Wednesday 23rd July 2025 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@uptonvillage.co.uk)

AGENDA

1. To receive apologies for absence
2. To record any declarations of interests relating to this meeting
3. To approve the minutes of the Parish Council meeting held on 28th May 2025
   (Any amendments to be agreed by vote)
4. Open Forum
   To receive representations from members of the public (max 15 minutes, 3 minutes per person)

5. To Hear Questions and reports from District Council

6. To Hear Questions and Reports from County Council

1. Community Working Group Formation and Asset of Community Value (ACV) Nomination – Chapel Furlong Land

Background:
The Parish Council has received a formal request from parishioners to support the formation of a Community Working Group aimed at exploring the potential purchase of Lot 3 (Chapel Furlong Land) and to initiate an urgent nomination of the land as an Asset of Community Value (ACV).

Proposal:

1. To consider formally acknowledging and supporting the establishment of a Community Working Group comprised of local residents to explore fundraising, engagement, and feasibility regarding the potential purchase of the land.
2. To discuss the process and legal requirements for submitting an ACV nomination to Vale of White Horse District Council, and to agree on whether the Parish Council will support or lead the nomination.
3. To determine what support, if any, the Parish Council may provide to the Working Group (e.g., use of meeting space, communication support, liaison with the land agent or authorities).
4. To agree next steps and assign responsibilities where appropriate.

Supporting Documentation:

• Email submission from parishioners dated

Decision Required:
To determine whether to support the formation of the Working Group and whether to proceed with an ACV nomination.

1. Finance & Administration
   8.1 To review bank balances as of 30th June 2025

Community Account (Previously Treasurers Account) to 30/06/25  £7843.20

Commercial Instant Access Account (Previously Business Bank Instant Account) to 30/06/25  £29454.55
Total funds available as at 30/06/25  £37297.75

8.2 To approve payments for June 2025 within budgeted amounts.

8.3 To approve authorisers for next month’s payments
8.4 To sign off bank reconciliation to end of May 2025

8.5 Presentation of End of First Quarter Financial Statement

Please note that the End of First Quarter Financial Statement (covering April to June 2025) will be presented at the next scheduled Parish Council meeting. This short delay is due to extenuating circumstances including the scheduling of additional planning and extraordinary meetings, the management of ongoing project works, and the recent co-option of the new councillor responsible for treasury matters in June.

These factors have temporarily impacted the Clerk’s capacity to finalise the quarterly report to the appropriate standard. The statement will be completed and circulated in advance of the following meeting to ensure transparency and compliance.

9. Village Matters
   1 Recreation Ground

9.2 Storage Container

9.2A Review and Organisation of Marquee Storage and Inventory

Background:
Following the most recent hire of Upton Parish Council’s marquees, it has become clear that while all necessary parts are present, the current storage and identification system is causing confusion and inefficiencies. Specifically, poles marked with incorrect colour codes (e.g. excess blue-coded poles, insufficient yellow-coded ones) have made assembling the two marquees difficult, leading to multiple visits by the hirer to collect matching components.

Proposal:
To ensure future hires are more manageable and to protect the condition of the marquees, it is proposed that:

1. All marquee parts be properly sorted, matched, and colour coded to clearly separate the two full marquee sets.
2. Each marquee set be bagged and labelled independently to enable easy transport and inventory checking.
3. Damaged or inadequate storage bags be assessed and, if necessary, replaced with suitable, durable containers to prevent further wear and pest damage.

Recommendation:
That the Parish Council resolves to:

• Establish a working party made up of councillors and/or volunteers to carry out the full sorting, inventory, and reorganisation.
• Complete the task by the end of August 2025, in readiness for potential use in September.
• Document a full inventory list of marquee components for future reference and to accompany each hire.

Action Required:

• Councillors to volunteer or nominate members for the working party.
• The Clerk to coordinate a suitable date for the sorting session and arrange access to the storage facility.

9.3 Nature Garden

9.4 IT and Website

1. • Progress on Clerk’s .gov email account
   • Website migration update
   • Integration of Upton News calendar

9.6 Village Survey

1. • Update on village survey  FY

9.7 Overflow Parking Fencing

9.7A Approval to Hire CBT BEARD LTD for Fencing Installation at Recreation Ground

Proposal:
To consider and approve the appointment of CBT BEARD LTD to carry out the fencing installation works at the Upton Recreation Ground, as per estimate 1288. The Council will review the proposed terms, ensure compliance with insurance and safety requirements, and authorise EWL to proceed with the hire.

Supporting Information:
CBT BEARD LTD has been identified as a suitable contractor for the fencing works following consideration of available quotes and availability.

9.8 Overgrown Hedges and Vegetation Along Village Roads
To discuss the issue of hedges and bushes overhanging onto village roads, which in some areas are significantly reducing road width and posing a potential hazard to road users. The Council will consider options for notifying landowners, arranging appropriate maintenance, or reporting issues to Oxfordshire County Council Highways if necessary.

10. Planning
    1 To note any new applications or decisions

10.2 Consideration of Funding for Planning Consultant to Support Response to Planning Application P24/V2170/FUL

Proposal:
To consider and vote on the allocation of Parish Council funds for the engagement of a professional planning consultant to support the Council’s formal response to planning application P24/V2170/FUL (Land at Wattle Cottage Farm, Prospect Road, Upton). This includes reviewing quotations received, discussing the scope of advice required, and agreeing a budget or financial limit for such services.

11. Councillor Vacancy

Progress update on co-option and potential vote (if candidates have come forward) – Following resignation of Cllr BH

12. Contributions to Upton News

13. Date of Next Meeting

• Wednesday 24th September 2025 at 19.00