UPTON PARISH COUNCIL

Minutes of the Extraordinary Meeting of the Parish Council
Held on Wednesday 3^rd December 2025 at 8:00pm
In the Small Meeting Room, Upton Village Hall

1. Present

Cllr Francoise Yates

Cllr Peter Head

Cllr Chris Seelig

Cllr David Beckles

Cllr Matthew Talbot
Clerk/RFO: Benjamin Shaw

2. Apologies for Absence

Apologies were received from:

Cllr Emma Watts-Lay

The apologies were noted and accepted.

 

3. Declarations of Interest

The Chair invited all members to declare any disclosable pecuniary interests

relating to items on the agenda.

No declarations of disclosable pecuniary interests were made.

RESOLVED: No declarations recorded.

 

4. Open Forum (Public Participation)

The Chair invited representations from members of the public, in accordance with

the 15-minute maximum time allowance (maximum 3 minutes per person).

No members of the public were present.

NOTED.

 

5. Approval of Minutes – Parish Council Meeting of 19 November 2025

The minutes of the meeting held on 19th November 2025 were reviewed.
It was RESOLVED that the minutes be deferred until amendments can be made at the next scheduled meeting.

 

6. Resolution Proposed by Cllr Peter Head – DLUHC Borrowing Application: Chapel Furlong Land Acquisition

 

RESOLUTION: DLUHC Borrowing Application – Chapel Furlong Land Acquisition

Upton Parish Council RESOLVED 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).

It is also intended to increase the council tax precept for the purpose of the loan repayments by £10,350, which is the equivalent of an additional £45 per annum for Band D properties (representing an increase of approximately 37.7% from the current Band D precept of £119.26 to £164.26). This was subject to a precept increase consultation.

The Council approves the Land Acquisition Business Case dated 05/11/2025 as the basis for this borrowing application, which includes comprehensive community consultation demonstrating 90.6% resident support for the land acquisition and associated precept increase.

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

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

 

The Chair confirmed that, to the best of her knowledge and belief, no councillor

present is subject to Section 106 of the Local Government Finance Act 1992

(i.e., no councillor has council tax arrears of 2 or more months at the date

of this meeting) and therefore all councillors present are eligible to vote on

this matter.

 

Proposed by Cllr Peter Head

Seconded by Cllr Francoise Yates

Vote Unanimous

 

 

7. Date and Venue of Next Meeting

The next full Council meeting will be held on:

Wednesday 28th January 2026 at 19:00
Meeting Room, Upton Village Hall

 

UPTON PARISH COUNCIL
Minutes of the Parish Council Meeting
Date: Wednesday, 23rd July 2025
Time: 19:00
Venue: Small Meeting Room, Upton Village Hall

Present

Chair: Françoise Yates – FY
Councillors:, Chris Seelig – CS, Matthew Talbot – MT
Clerk: Benjamin Shaw
Apologies: David Beckles – DB & Emma Watts-Lay – EWL

District Councillors: Hayleigh Gascoigne,

County Councillor: Rebecca Fletcher

Members of the Public

 

1. To receive apologies for absence

Apologies were received from David Beckles (DB) and Emma Watts-Lay (EWL).
Noted.

 

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

There were no declarations of interest made by those present.
Noted.

 

3. To approve the minutes of the Parish Council meeting held on 25th June and the Extraordinary meeting held on 3rd July 2025

FY proposed approval of the minutes.

MT seconded the proposal.

The motion to approve was passed unanimously.

Decision: The minutes of the meetings held on 25th June and 3rd July 2025 were approved.

4. Open Forum

A member of the public presented a detailed proposal regarding the potential purchase of Lot 3, a parcel of arable land adjacent to Upton recreation ground. The speaker outlined:

• The land’s potential to provide a permissive path connecting the recreation ground to Sustrans Route 544, improving accessibility for residents including those with mobility issues.
• The formation of a working group of local residents (informal meeting held 17th June 2025, attended by 19 people with 40 apologies) to explore options for purchasing the land for community benefit.
• Intent to submit an Asset of Community Value (ACV) application to the Vale of White Horse District Council to secure a moratorium period for fundraising.
• Proposed funding would involve community donations, grant applications, and a Public Works Loan Board loan, with early estimates suggesting minimal impact on precept (~£2–3/month per Band D property).
• The working group has drafted terms of reference, appointed roles, and requested formal adoption by the Parish Council.
• The land, while currently of low agricultural value, has significant community potential and is believed to be overpriced due to speculative development interest.
• The group is also preparing evidence and gathering testimonials to support the ACV application.

Several councillors raised questions about:

• The viability and restrictions of the ACV process.
• The land’s current and future use, funding estimates, and planning considerations.

The Council noted the enthusiasm and early work of the group and agreed to consider formal adoption later in the agenda.

 

5. District Council Report

District Cllr Hayleigh Gascoigne updated on:

• The proposal for the ACV and confirmed she would liaise with officers to support the process, though she noted it was the first such request in her term.
• Grant funding: Vale councillors do not have personal grant budgets, but she will liaise with the grants team and research possible pots related to biodiversity and sustainability.
• An update on the planning application for the traveller site: she confirmed she had called it in to the planning committee based on planning grounds raised by the parish and local residents, though the decision to accept the call-in is pending. Planning policy, flood risk, and technical consultee objections were discussed as strong grounds for refusal. However, the Joint Local Plan gave conflicting weight between old and new guidance regarding the district’s traveller pitch provision.

Upton Councillors raised concerns about:

• The flood zone classification and unsafe access to the proposed traveller site.
• The potential liability if the site were approved despite these identified risks.

 

6. County Council Report

County Cllr Rebecca Fletcher reported:

• Her support in principle for the community land proposal, noting she has £10,000 of divisional funding available, subject to guidance on its usage. She will confirm whether it may support land acquisition or community facilities.
• Consultations are ongoing regarding:
  • Local government reorganisation
  • Congestion charge in Oxford City
  • Household waste recycling centres (HWRCs) – She expressed personal concerns about the direction and consultation framing.
• She is seeking updates on longstanding issues including speeding and pedestrian crossing requests on London Road (Blewbury/Savages).
• Regarding Coffin Way, she is investigating the previous discussions about upgrading the footpath to a bridleway. Historical and community context was shared by councillors and members of the public.

 

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

Discussion & Resolutions:

1. Formation of a Community Working Group
   • Council unanimously approved the formal establishment of a Community Working Group comprising local residents to explore feasibility, community engagement, and funding pathways related to the potential acquisition of Lot 3.
   • Proposed: CS
   • Seconded: MT
   • Vote: Unanimous
2. Adoption of Existing Informal Group
   • Council agreed to adopt the existing informal group (established on 17th June) as the formal Community Working Group under the authority of the Parish Council.
   • Proposed: FY
   • Seconded: MT
   • Vote: Unanimous
3. Terms of Reference
   • A draft Terms of Reference, prepared by the group, was circulated and reviewed. Council approved the adoption of the draft, subject to minor formatting additions by the Clerk.
   • The Clerk will act as liaison and minute taker for the group in its advisory role.
4. Submission of ACV Nomination
   • Council agreed to submit an ACV nomination for Lot 3 to Vale of White Horse District Council, with preparation and drafting to be undertaken by the Working Group and submission handled by the Clerk.
   • Proposed: MT
   • Seconded: CS
   • Vote: Unanimous
   • Submission of the ACV will aim to trigger a moratorium on sale, enabling time for fundraising and formal negotiation.
5. Council Support
   • Council agreed to provide the Working Group with the following support:
     • Use of meeting space if needed.
     • Permission to advertise drop-in events or consultations under the Parish Council’s banner.
     • Liaison with the land agent once the ACV is submitted.
     • Consideration of potential financial support at a later date, e.g., repurposing fence earmarked funds (up to £12,000) for land acquisition if legally permissible and agreed.
6. Next Steps
   • The Working Group will finalise and provide materials to the Clerk for ACV submission by Thursday 27th June.
   • The Clerk and Working Group will submit the ACV on Friday 28th June.
   • Contact with the land agent will be made once submission is confirmed.
   • The Working Group will become a standing agenda item for progress reporting at future meetings.

8. Finance & Administration

8.1 Bank Balances as of 30th June 2025
The Council reviewed the bank balances as follows:

• Community Account (previously Treasurers Account): £7,843.20
• Commercial Instant Access Account (previously Business Bank Instant Account): £29,454.55
• Total Funds Available: £37,297.75

Noted.

 

8.2 Approval of Payments for June 2025
The Council reviewed and approved the list of payments made in June 2025, all of which were within previously agreed budgeted amounts. It was noted that while payments are pre-approved by budget, they must still be reviewed and formally approved for audit compliance.

• Proposed: MT
• Seconded: FY
• Vote: Unanimous

 

8.3 Approval of Payment Authorisers for July 2025
It was agreed that the Clerk and designated councillor CS would act as payment authorisers for the following month, subject to standard dual-control protocols.

Vote Unanimously Confirmed.

 

8.4 Bank Reconciliation to End of May 2025
The bank reconciliation for the period ending 30th June 2025 was reviewed and signed off by the Chair. Going forward, Cllr MT will act as the designated reconciliation co-signer.

Vote Unanimously Agree – Signed and noted.

 

8.5 Presentation of End of First Quarter Financial Statement
The Clerk confirmed that the Q1 financial summary has been drafted and that a detailed review session with Cllr Talbot (as Finance Lead) will take place in August. It was agreed that an updated and potentially improved reporting format may be adopted following that review.

Noted.

9. Village Matters

 

9.1 Recreation Ground

• Weekly Inspections: Cllr Yates confirmed that weekly visual inspections of the playground have been undertaken but not formally submitted. It was clarified by the Clerk that weekly reports must be recorded and submitted to meet legal obligations for insurance and liability purposes.
• A ROSPA-compliant inspection template has been circulated via Google Docs for councillors to complete weekly. PDF submissions should be emailed to the Clerk.
• Multiple councillors volunteered to support weekly checks, particularly when visiting with family.
• Action: Councillors to begin using the shared inspection form and submit weekly. Clerk to save reports to formal files.

 

9.2 Storage Container

• Update: No progress due to conflicting priorities (planning and land matters). Cllr Yates flagged delivery concerns from container companies relating to access and ground conditions.
• Proposal to Defer: Cllr Talbot proposed formally pausing container procurement until issues are resolved and time allows for better focus.
  • Proposed: MT
  • Seconded: CS
  • Vote: Unanimous

 

9.2A Marquee Inventory and Organisation

• Discussion: Clerk highlighted confusion during recent marquee hire due to disorganised storage and unclear colour coding of components.
• Decision: Council agreed to defer marquee reorganisation and revisit the proposal at the September 2025 meeting, once broader storage issues are resolved.
  • Proposed: CS
  • Seconded: FY
  • Vote: Unanimous

 

9.3 Nature Garden

• Update: No current progress. Garden is overgrown but this may be consistent with its natural, informal purpose.
• Concern was raised about over-reliance on volunteers, given past issues with volunteer engagement.
• Action: Deferred. Further review and updates expected at future meetings.

 

9.4 IT and Website

• Clerk’s .gov Email: Now live. Some early issues with delivery have been resolved.
• Website Migration: Website has not yet been migrated to the new .gov.uk domain. Peter McLaughlin has indicated he will soon cease self-employed status and will no longer carry insurance, creating a gap in technical responsibility.
• Management Plan:
  • CS volunteered to manage technical administration (hosting, moderation) but not content creation.
  • The council recognised the need to appoint or hire a professional with appropriate insurance to maintain compliance with .gov.uk rules.
  • A review of the website layout and structure will be scheduled for 2–3 councillors to determine needed updates.
  • Proposed: FY
  • Seconded: MT
  • Vote: Unanimous

 

9.5 Village Survey (originally misnumbered 9.6)

• Cllr Yates reported that initial contact has been made with Debbie (volunteer). Progress delayed due to personal circumstances but is expected to resume soon.
• Action: Continue to liaise and report at the September 2025 meeting.

 

9.6 Overflow Parking Fencing (originally 9.7)

• Council formally approved the appointment of CBT BEARD LTD for the fencing installation at the recreation ground, in line with Estimate 1288.
  • Proposed: FY
  • Seconded: CS
  • Vote: Unanimous

 

9.7 Overgrown Hedges and Vegetation (originally 9.8)

• Councillors noted several instances of hedges overhanging roads, especially along Stream Road, reducing road width and visibility.
• Action Plan:
  • Step 1: Draft a general message to all residents to be published in Upton News (July edition), encouraging hedge maintenance before the winter.
  • Step 2: In November 2025, revisit and consider direct letters to non-compliant properties if issues persist.
  • Proposed: MT
  • Seconded: FY
  • Vote: Unanimous

10. Planning

10.1 To Note Any New Applications or Decisions

• No new planning applications or decisions were reported. The Clerk confirmed that the planning portal is now checked daily to ensure up-to-date information.

Noted.

 

10.2 Consideration of Funding for Planning Consultant – Application P24/V2170/FUL (Land at Wattle Cottage Farm)

• The Council discussed the potential allocation of funds for hiring a professional planning consultant to support the Council’s response to planning application P24/V2170/FUL, relating to a proposed traveller site at Wattle Cottage Farm.
• The Chair reported that several planning consultants had declined involvement due to conflicts of interest. The most recent candidate withdrew after discovering a professional conflict.
• The Council agreed not to appoint a planning consultant at this time. Instead, Cllr Yates will continue to coordinate the response using internal resources and community expertise.

No vote required. Proposal withdrawn.

 

11. Councillor Vacancy

• The Council noted that a vacancy exists following the resignation of Cllr Brendan Heneghan.
• Cllr Yates has advertised the vacancy on local WhatsApp groups and requested a formal graphic from Cllr Watts-Lay to encourage applications.
• It was noted that Peter Head may be willing to join the Council after the current planning application is resolved.
• Discussion also took place regarding Cllr DB, who has missed several meetings. Councillors were reminded that if Cllr DB is absent from the next meeting in September, the Council must formally vote on whether he may continue in office under s.85 of the Local Government Act 1972.
• The council is already in agreement that Cllr DB should remain in office as their reason for absence is outside of their own control and is entirely valid. The thoughts of all Council Members and wider community are with Cllr DB and his family at this time.

Noted.

 

12. Contributions to Upton News

The Council agreed the following items would be submitted to the August 2025 edition of Upton News:

• Announcement of the formation and adoption of the Community Working Group for exploring the potential acquisition of Lot 3 (Chapel Furlong Land). This will encourage broader community involvement and transparency.
• Councillor Vacancy advertisement – a call for volunteers to consider co-option to the Council.
• Notice of recent car park maintenance work, to inform residents and prevent confusion.
• Brief warning regarding late-night antisocial behaviour in public spaces (including car parks), particularly concerning inappropriate vehicle use.

Additional suggestions:

• Begin considering themes for a community fundraiser linked to the recreation ground, with ideas such as an autumn scarecrow trail or seasonal celebration to be discussed at a later date.

Action: Clerk to draft article and circulate for approval prior to submission deadline.

 

13. Date of Next Meeting

• The next scheduled Parish Council meeting will be held on:
  Wednesday, 24th September 2025 at 19:00 in the Upton Village Hall, Small Meeting Room.

 

Meeting Closed.

UPTON PARISH COUNCIL
Minutes of the Extraordinary Meeting of Upton Parish Council
Held on Thursday 3rd July 2025 at 7.00pm
St Mary’s Church, Upton

Present:
Cllrs Francoise Yates (FY) (Chair), Matthew Talbot (MT), Chris Seelig (CS)
In attendance: Benjamin Shaw (Clerk), 31 members of the public

1. Apologies for Absence

Apologies were received and accepted from Cllrs Emma Watts-Lay (EWL) and David Beckles (DB).

2. Declarations of Interest

There were no declarations of interest made in relation to the agenda items.

3. Open Forum

The Chair suspended the usual public speaking time limits, with agreement from all councillors, due to the high level of public attendance and interest. Public participation lasted approximately 60 minutes, during which multiple residents shared views on planning matters, particularly regarding planning application P24/V2170/FUL.

The Clerk reminded attendees of the Council’s duty under the Equality Act 2010 and reinforced the need for respectful, planning-based language.

Concerns raised included:

• The appropriateness of development in an Area of Outstanding Natural Beauty (AONB)
• Site access, drainage and flood risks (Flood Zone 3)
• Infrastructure pressure and lack of amenities (schools, healthcare, waste)
• Enforcement concerns and retrospective application confusion
• Visual and environmental impact
• Need for legal or professional representation

Councillors confirmed that Upton Parish Council had already requested the District Council call-in the application for determination by committee.

A show of hands indicated unanimous public support (28 in favour, 3 observers) for the Parish Council to object to the application.

4. Planning Applications

4.1 P25/V1188/DIS – Pentreen, Stream Road, Upton OX11 9JG

Application to discharge Condition 7 (Drainage Details) of P24/V0675/HH.
Resolved: Council had no comment on the application.
Proposed: Cllr FY | Seconded: Cllr MT | Vote: Unanimous

4.2 P24/V2170/FUL – Land at Wattle Cottage Farm, Prospect Road, Upton OX11 9HT

Change of use from equestrian to a mixed equestrian and Gypsy/Traveller site for 4 pitches.
Resolved: Council resolved to object to the application on the following grounds:

• Inappropriate development in an AONB
• Location within Flood Zone 3
• Lack of suitable amenities and infrastructure
• Concerns regarding retrospective and unauthorised development
• Conflicts with Local Plan 2031 (including Core Policy 27)

Proposed: Cllr FY | Seconded: Cllr CS | Vote: Unanimous

Meeting Closed: 8.02pm

 

UPTON PARISH COUNCIL
Minutes of the Parish Council Meeting
Date: Wednesday, 25th June 2025
Time: 19:00
Venue: Small Meeting Room, Upton Village Hall

Present

Chair: Françoise Yates – FY
Councillors: Emma Watts-Lay – EWL, Chris Seelig – CS Brendan Heneghan – BH, Matthew Talbot – MT
Clerk: Benjamin Shaw
Apologies: David Beckles – DB,

District Councillors: Hayleigh Gascoigne, Debra Dewhurst

County Councillor: Rebecca Fletcher

Members of the Public

 

 

1. To receive apologies for absence
   Outcome: Apologies were received from DB. BH was noted as being late.

 

2. To record any declarations of interests relating to this meeting
   Outcome: No declarations of interest were made by those present

 

3. Vote on the Co-option of New Councillor to replace Cllr Benjamin Shaw – Proposed candidate Matthew Talbot (MT)
   Outcome: Matthew Talbot (MT) was unanimously co-opted as a new councillor, proposed by FY Seconded by EWL.

 

• New councillor MT appointed as Parish Council Treasurer.
• Training on council-specific financial practices will be made available.

 

1. To approve the minutes of the Parish Council meeting held on 28th May 2025
   Outcome: Proposed by Cllr EWL, seconded by Cllr FY, that the minutes of the previous meeting be approved as a true and accurate record.
   All councillors present were in agreement.
   Resolved: Minutes approved.
2. Open Forum
   To receive representations from members of the public (max 15 minutes, 3 minutes per person)

Residents raised a number of serious concerns regarding activities at a site known locally as Cottage Farm (also referred to as Wattle Farm), situated behind the George public house.

Key issues highlighted included:

• Burning of waste materials: The resident reported frequent open fires at the site, allegedly involving plastic and other domestic waste. These activities were described as detrimental to local air quality and potentially in breach of the Environmental Protection Act 1990.
• Unauthorised residential use: It was stated that four wooden chalet-style structures had been constructed and appeared to be in use for residential purposes, despite previous planning consent having been granted solely for equine-related facilities.
• Planning history: The resident expressed concern that the landowner may not have adhered to the original planning permissions and that the site is now subject to a retrospective planning application.
• Flood risk: The location was noted to fall within Flood Zone 3, and the suitability of permanent or semi-permanent structures in this area was questioned.
• Environmental impact: The site lies within a nationally designated landscape (formerly Area of Outstanding Natural Beauty) and is adjacent to a Local Wildlife Site. Concerns were expressed regarding potential damage to the local environment and biodiversity.
• Access and safety issues: Reports were made of challenges with site access, as well as risks to pedestrians and road users, particularly relating to the movement of horses and vehicles.
• Planning transparency: The resident raised concerns over the clarity and completeness of the submitted planning application documents, including the apparent omission of existing structures and site activity.

Response from District Councillors:
District councillors in attendance acknowledged the seriousness of the issues raised. They advised the following:

• The planning application would be formally called in to be considered by the Planning Committee, rather than determined by officers under delegated powers.
• They would consult with both the planning and enforcement teams at the district council to gain further clarity on the site’s history, current use, and any ongoing investigations.
• An extension to the public consultation period (originally closing 17 July) would be supported to allow adequate time for residents to comment.
• Emphasis was placed on the importance of making planning-based representations, referring to relevant local and national planning policies, including those related to flood risk, landscape designation, access, and service provision.

Next Steps:

• The residents who raised the concerns offered to collate relevant planning considerations and share these with the district councillors to assist with the call-in process.
• The resident also offered to circulate information within the village to ensure the wider community is aware of the application and encouraged to respond individually via the planning portal.
• The Parish Council agreed to hold an Extraordinary General Meeting (EGM) in the coming week to consult with residents prior to submitting its formal response.
• The Council will notify neighbouring parish councils, where appropriate, to ensure they are informed and able to consider potential cross-boundary impacts.

Environmental Health:

• It was noted that formal complaints have been submitted to the Vale of White Horse District Council’s Environmental Health department concerning smoke and odour nuisance.
• Residents are actively maintaining diary records to document the impact of smoke emissions.
• Concerns were also raised regarding potential commercial activity operating from the site without appropriate waste management licensing. The matter is understood to be under review by the relevant district council officers.
• A request was made for the district council to consider statutory nuisance enforcement and, if appropriate, the issuing of an abatement notice under the Environmental Protection Act.

The Parish Council thanked the resident for their detailed input and confirmed that all points raised would be duly considered ahead of submitting the Council’s formal response to the planning authority.

6. Finance & Administration

The Clerk presented the financial report as of 31st May 2025, summarising the balances in the Council’s accounts as follows:

Community Account (formerly the Treasurer’s Account): £16,516.93

Commercial Instant Access Account (formerly the Business Instant Account): £29,434.95

• 2: Approval and authorisation of payments for May 2025 within budgeted amounts.

• • Proposed: FY
  • Seconded: MT
  • Outcome: Unanimously approved

 

 

• 6.3: Approval and authorisation of next month’s payments
  • Proposed: FY
  • Seconded: MT
  • Outcome: Unanimously approved
• 6.4: Approval of bank reconciliation to the end of May
  • Proposed: MT
  • Seconded: FY
  • Outcome: Unanimously approved

• 5 To review financial reserves and earmarked funds

Planned expenditures include:

Posts around the recreation ground car park

Installation of a storage container

These planned works are not expected to exceed the available £7,000.

Resolution:

• It was proposed by Cllr. EWL, seconded by Cllr. FY to transfer £3,000 from the Reserve Account to the Community Account.
• Outcome: Unanimously approved.

 

• 6 Administration Review – Councillor Responsiveness and Procedural Timeliness

The Clerk raised concerns about delays in publishing draft minutes and other council business due to lack of email responses from councillors.

A quorum of three councillor responses is required to take actions between meetings.

Councillors were reminded:

Responses must be via email to ensure a formal audit trail; WhatsApp messages are not acceptable for decision-making.

 

• Update on post installation for the car park – Cllr EWL to liaise with builders on post solution.

Next Steps:

• Cllr. EWL to circulate all three quotations to councillors and the Clerk.
• Councillors to conduct independent due diligence (e.g. Checkatrade reviews, past work references).
• Wood sourcing was discussed; Webbs Wood was suggested for high-quality materials if Beard is selected.
• A final decision will be made via email vote once due diligence is completed and will be ratified at the next public meeting.

Resolution:

• It was unanimously agreed to defer the selection of contractor pending further review of quotes and references.

Camping Request – Up to No Good Event

Risk Assessment Non-Compliance:

• It was reported that no risk assessment was submitted in advance of the Up to No Good event, despite this being clearly requested in writing and in person as a condition of use for the recreation ground.
• The event went ahead regardless. While no camping ultimately took place, the requirement remained unmet.
• The Clerk advised that for audit and insurance compliance, a copy of the risk assessment is still required post-event, and Cllr. FY is tasked with obtaining this from the organisers (Bob Lott & Mike Tibbets).

Clerk’s Guidance:

• The Clerk reiterated that any event requiring closure of the recreation ground for private or charitable hire must provide a suitable risk assessment before approval, in accordance with council insurance requirements.
• If no risk assessment is on file, and an injury or incident occurs, the Council could be held liable.
• The Clerk noted that the organiser is likely to have a valid risk assessment (given the size of the event, presence of medical services, etc.) but failed to submit it in time.

Council Resolution:

• It was agreed that no future events will be permitted to proceed without prior submission of a risk assessment.
• The Clerk reminded councillors that they must be prepared to deny event access if documentation is not received in advance, to protect both the Council and public liability coverage.

 

Playground Safety, Maintenance and Weekly Inspections

ROSPA Inspection and Swing Issue:

• The most recent ROSPA quarterly inspection of the playground reported no major issues.
• However, during the Up to No Good event, a councillor identified that one of the wooden support beams on the twin swings was unsafe:
  • A suspected loose screw was found to be due to rotten timber rather than hardware failure.
  • One swing has since been removed for safety, and the other is deemed safe until winter, pending monitoring.
• The Council acknowledged the need to source a replacement beam and consider wider equipment maintenance planning.

Replacement Parts and Supplier Issues:

• It was suggested that replacement parts may be purchased from Kompan, the original equipment supplier.
• The Council was reminded that a historic dispute with Kompan resulted in an unresolved invoice dispute. While Kompan has not pursued the debt, there is concern they may refuse to sell replacement parts directly.
• The Council has previously used ARD as an intermediary to source parts, avoiding direct dealings with Kompan.
• It was agreed to review current suppliers and source prices for the replacement beam and other parts.

Legal and Insurance Considerations:

• The Clerk advised that repair or installation work should be carried out only by appropriately qualified professionals, in line with OALC recommendations and public liability insurance standards.
• While historically volunteers undertook repairs, under modern health and safety law, such actions pose legal and insurance risks unless qualifications and risk assessments can be demonstrated.

Fundraising and Grant Applications:

• The Council discussed the need for fundraising to support upcoming playground repairs and improvements.
• Cllrs. MT and the FY volunteered to assist with identifying and applying for grants, including community and environmental funds.
• Councillors noted that local residents with children may be willing to contribute or fundraise if approached.

 

Weekly Playground Inspections – Legal Requirement:

• The Clerk reminded the Council that weekly inspections are a statutory requirement, separate from quarterly professional reports.
• Cllr. FY currently inspects the equipment informally while visiting with her granddaughter.
• The Council agreed to implement a formalised system:
  • A Google Sheet will be created to log weekly inspections with dates and initials of the inspecting councillor.
  • This process will ensure a clear audit trail for insurance and legal compliance.

Action Points:

• Cllr. FY to register a Google account for the parish and set up the shared inspection log.
• Cllrs. FY and CS to coordinate the weekly inspection rota, beginning immediately.
• Clerk reiterated the urgency: the weekly inspection schedule must begin this week.

 

7.2 Storage Container Update

Cllr. FY shared information received about lorry bodies for sale in

These are fully metal units and may serve as an affordable alternative to a shipping container.

She agreed to investigate further and report back at a future meeting.

 

7.3 Nature Garden

• No activity reported for the nature garden this month due to commitments during the Up to No Good event.
• An update will be provided next month.

 

7.4   IT and Website Migration

Clerk Email Migration to .gov:

• The Clerk’s email address is in the process of being migrated to a .gov domain as per statutory requirements.
• The migration process has faced some technical challenges but is now underway and operational.

Website Transition to .gov Domain:

• The Parish website is also transitioning from the .co.uk domain to the .gov.uk domain.
• Cllr. Chris had previously been managing this task, but due to delays and the need to meet statutory deadlines, Peter was asked to take over as a matter of urgency.
• The current site will include a redirect message from the old domain to the new .gov.uk site.
• The Council noted this transition is required by central government by the end of the year.

Calendar Integration:

• Integration of the Google Calendar with the new website is ongoing.
• There is a current mismatch in systems between Alan (Upton News) and Peter. Alan appears to be screenshotting the calendar rather than using a synced version.
• Work is underway to migrate Upton News to a shared Google Calendar, which will allow automated updates to the village website.

 

7.5 Emergency Plan & First Aid

• The Council reviewed how other villages structure their emergency plans, noting that many maintain informal lists of local individuals with past or current first aid experience.
• It was confirmed that Upton Parish Council does not need to formally train or register first aiders, which would otherwise place individuals on national deployment lists.
• The aim is instead to maintain a non-binding contact list of residents who have previously undertaken:
  • First aid training (e.g. through work, teaching, gymnastics)
  • Mental health first aid
  • Medical experience (e.g. retired nurses or doctors)

Agreed Action:

• Councillors and Clerk to begin collecting names of willing individuals with prior training, for inclusion in the emergency plan contact list.

 

7.6 Village Survey

• The original contact found by Cllr. BJHS has withdrawn due to ill health.
• A new volunteer from the Annual Parish Meeting—a village resident with experience in survey design—has agreed to assist.
• She is professionally qualified and has access to a network of colleagues to support the work.
• The volunteer is unavailable in June, but has committed to begin work in July, with the intent of designing and distributing the survey using village volunteers, ensuring no cost to the Council.

Next Steps:

• Cllr. FY to liaise with the volunteer and provide further details and context in the coming weeks.
• Survey development is expected to begin in earnest in mid-July.

 

7.7 Neighbourhood Speed Watch

• A response has been sent to Mr and Mrs Dawes regarding their Speed Watch initiative.

Background and Status:

• The Speed Watch programme was started several years ago but did not progress due to lack of volunteers.
• The Council already owns speed monitoring equipment (e.g. signs, speed gun), which is securely stored.

Liaison Role and Responsibilities:

• Cllr. MT agreed to act as council liaison for the Speed Watch group, replacing Cllr. BH, who is resigning.
• The liaison role is administrative only, not operational – Cllr MT is not expected to participate in roadside monitoring.
• Cllr. BH will conduct a handover to brief Cllr. MT on equipment access, required forms, and procedural guidance.

Volunteer Requirement:

• A minimum of six trained volunteers is required for the group to operate.
• The Council agreed to facilitate communication and promote the call for volunteers, but not to manage the group.
• Cllr. EWL suggested a public call for volunteers, which can be shared via parish channels.

 

7.8 Overflow Parking and UVAT Communication

Background:

• The Clerk and Chair recommended proceeding with installation of boundary posts before formally addressing the issue of hirers parking on the recreation ground grass following previous requests to UVAT, to demonstrate proactive resolution.

Action Agreed:

• Once a contractor is confirmed and final costs are known, the Council will send a letter to UVAT requesting a 50% contribution toward the boundary post project, given UVHAT significant use of the parking space.
• Clerk to draft and issue the letter, and Chair to speak with Rob Traynor Chairman of UVAT in person.

Temporary Measures:

• Cllr. FY had previously volunteered to produce temporary no-parking signage but did not proceed due to lack of appropriate attachment points and the short-term nature of the issue. No further action required at this stage.

 

7.9 To approve the Purchase of Upton Parish Council WhatsApp

• The Clerk proposed installing WhatsApp on the official Parish Council mobile phone to:
  • Ensure messages sent appear as from Upton Parish Council, not individual councillors.
  • Improve consistency and continuity in official messaging.

Cost and Device Control:

• There may be a small one-time fee (a few pounds) for setting up WhatsApp on a new device.
• Access would be restricted to the official council laptop and mobile phone, ensuring continuity for future clerks or when cover is needed (e.g. during holidays).

Resolution:

• The Council approved the installation of WhatsApp on the parish council phone for official use.

 

7.10 Approval of Purchase – Upton Parish Council Printer/Scanner

• The Clerk requested permission to purchase a printer-scanner, citing significant inefficiencies in manually scanning large volumes of council documentation.
• Due to legal and archiving requirements (e.g. AGAR reports, signed minutes), wet-ink signatures and physical scans are still mandatory for many council documents.
• Laser printers were recommended for lower cost-per-page and better longevity than inkjets.
• The proposed budget range is £300–£500, covered by the Council’s transparency/IT reserve, not impacting other funds.

Resolution:

• Proposed: MT
• Seconded: FY
• Outcome: Unanimously approved
• Clerk to proceed with purchase.

8. Planning

8.1 The Council received a planning application link referencing the Old Workshop on Church Street, but the associated link pointed to an unrelated Brewery Lane application.

8.2 Councillors attempted to locate the correct application via the planning portal but were unable to find it due to the website malfunctioning.

Next Steps:

• It was agreed to hold an extraordinary meeting due to planning deadlines once the correct application is available, to allow residents to review and comment.
• Proposed Date: Thursday next week (exact date TBD based on venue availability)
• If the Village Hall is unavailable, the Church will be used as an alternative venue.
• Clerk to confirm venue and ensure Alan includes the meeting notice in the Upton News.

 

9. 9. Correspondence and Resident Matters

9.1 Formal letter to UVHAT re parking policy enforcement – Clerk & FY

It was agreed that the Clerk would not send a formal  letter to UVAT at this stage.

Instead, the Council will proceed with securing the boundary and request a donation from UVAT for 50% of the total cost.

Once a supplier is confirmed, the Clerk will write to UVAC formally requesting the contribution.

Cllr. FY did not produce signage, citing lack of a suitable attachment location and the fact that the issue has not escalated further.

Council agreed no further action required at this time.

9.2 Resident concerns over burning and health hazards – report to Environmental Health

• A resident contacted the Council regarding burning of waste and resulting smoke.
• The Clerk responded, providing links to the appropriate complaint and planning enforcement portals.

Advice to Councillors:

• If approached by residents on similar issues, councillors should direct them to the relevant reporting links rather than offering opinion or advice.

 

10. Grants & Funding

Clerk confirmed submission of an SSEN grant application for solar panels and battery storage at the Village Hall.

Research into County and District energy funding is ongoing, and a second grant application is expected to be submitted before the end of the month.

 

11 – Councillor Vacancy

• Following Cllr. Brendan’s formal resignation, the Council now has one vacancy.
• The Clerk was instructed to notify the Vale of White Horse District Council to begin the official vacancy process.

Next Steps:

1. Clerk informs Democratic Services.
2. A 14-day notice period follows, during which 10 electors can call for an election.
3. If no election is called, Council may co-opt a new councillor.

Resolution:

• Proposed: FY
• Seconded: EWL
• Unanimous vote to advertise the vacancy.

 

12. Contributions to Upton News

• Upton News Summary
  Cllr. EWL agreed to draft a summary of the meeting for Upton News.

 

13. Date of Next Meeting

• Wednesday 23rd July 2025 at 19.00
• Extraordinary Planning Meeting:
  Scheduled for Thursday, 3rd July 2025 at 7:00 PM. Clerk to confirm and book St Mary’s Church due to Hall unavailability. Public notice to be issued via email, Facebook, and WhatsApp.

 

 

Upton Parish Council

Minutes of the Annual General Meeting 28/05/2025

Date: Wednesday 28th May 2025

Time: 19:25 (Meeting delayed due to traffic incident)

Venue: Small Meeting Room, Upton Village Hall

Continue Reading Minutes of the Parish Council Annual General Meeting 28.05.2025

UPTON PARISH COUNCIL
Minutes of the Parish Council Meeting
Date: Wednesday, 23rd April 2025
Time: 19:00
Venue: Small Meeting Room, Upton Village Hall

1. Present

Chair: Françoise
Councillors: Brendan, Emma, David, Chris
Clerk (Outgoing): Lisa Heneghan
Clerk (Incoming): Benjamin Shaw
Members of the Public: Ashley Simms (Ladies Football), Ronnie Markham (late arrival)

2. Apologies for Absence

No formal apologies received. Cllr. Chris arrived late.

3. Declarations of Interest

No declarations were recorded at the beginning of the meeting.
Cllr. CS (not present at the start of the meeting) later declared an interest in agenda items concerning facility use due to overlapping activities.

4. Open Forum

Item deferred and moved later in the meeting to accommodate external speakers.
Vote: Approved unanimously.

5. Minutes of the Previous Meeting

The minutes of the Parish Council meeting held on 19th March 2024 were approved as an accurate record.
Proposed: Françoise | Seconded: Emma | Vote: Unanimous

6. Planning

Application P25/V0811/HH – Tadcombe Bank Farm
Proposal: Detached outbuilding for garden storage, carport, and log store.
Decision: No strong views or objections submitted.
Vote: 3 in favour, 1 abstention
Proposed: Francoise| Seconded: David

7. Village Matters

7.1 Village Survey

Delivery expected June 2025. Final draft to be reviewed before public release.

The overall plan and any document to be sent to councillors for comment before the next meeting.

7.2 Emergency Plan & First Aid Training

Volunteers confirmed: Alan Griffiths and Chris
Council agreed to book both for training. Emergency Plan to be updated upon completion.

8. Finance & Administration

8.1 Financial Summary (as of 31st March 2025):

• Treasurer’s Account: £21,008.56
• Business Bank Instant Account: £12,969.60
• Total: £33,978.16

8.2 Authorisation of Payments

All listed payments were approved, including training, clerk salary, and hosting fees.
Proposed: Brendan | Seconded: Francois | Vote: Unanimous

8.3 Bank Reconciliation

Circulated to all Cllrs. Unanimously agreed and completed, and signed off by Cllr. FY.

8.4 Alternative Banking Provider

No change agreed at present.

8.5 Budget 2024/25

Acknowledged overspend in key areas and underspend in others due to unforeseen circumstances and accepted. Underspend noted overall of (~£5,000), largely due to delayed playground surfacing.
Vote: 4 in favour, 1 abstention

8.6 Clerk’s Expenses (B. Shaw)

Expense claim for clerk-related expenses was approved.
Proposed: Brendan | Seconded: David | Vote: Unanimous

9. Recreation Ground

9.1 Playground Surfacing

• Material Chosen: Woodchip (£5,745)
• Vote: 4 in favour, 1 against
• Installation: Volunteer labour accepted ; professional installation preferred pending quotes.

 

9.2 Ladies Football – Use of Field

• Training Sessions: Approved for one session per week; possibly two, subject to hall availability.
• Actual dates for training days and times for Ashley to agree and book with UVHAT and confirm back to PC
• Games: Denied due to parking limitations.
• Fee: £25 per session
• Conditions: Formal agreement required, parking restricted to car park only, no toilet access without prior hall booking. Plus, a clause the PC can terminate for any reason at any time.
  Vote: 4 in favour, 1 against (games section)

9.3 Storage Container

Still awaiting formal response from SSE. Clerk authorised to pursue via social media if necessary.

9.4 Nature Garden

Positive progress noted. Monthly reports resumed, and a structured volunteer schedule was established.

Francoise to send out the update and plan of activities. The Parish Council to read and vote for the plan to be delivered

9.5 Camping Request (Post-Cycle Event – “Up to No Good”)

Request approved with the following conditions:

• No tents erected before 16:00 on Saturday
• Campers to vacate by 12:00 on Sunday
• No fires or barbecues permitted
• Camping restricted to far end of the recreation ground
• Rubbish removal required
• Organiser (Bob) to manage the site and participants
• Clerk to confirm insurance cover and assess risk.

9.6 Recreation Ground Bordering and Security

Discussion held on use of folding security posts and sleepers. Decision deferred pending further quotes and supplier evaluation.

BH and CS to measure the length to be posted and send to the Councillors.

Quotes to be sent out with a recommendation to Councillors to vote on options.

10. IT Systems Update

Clerk reported ongoing transition to .gov email domain and improvements to the parish website. Cllrs. DB, CS & EWL yet to activate new accounts. Clerk to ensure that all Cllrs use new .GOV domain by end of April.

CS and BH to own the migration project and repost back with options and costs

11. Overflow Parking Request – 11th May 2025

Request from parishioner for overflow parking during a private function was discussed.

The Council discussed a request from a local resident, Caroline, to use the recreation ground overflow car park for a private event. Concerns were raised about setting a precedent, the requirement for someone to be present to enforce any permissions, and the potential for unfairness if permission was denied to those who asked, while others used the space without approval.

It was noted that the Parish Council had previously voted to object to the use of the overflow car park until it was properly established. Given that, the Council agreed to maintain consistency and fairness by continuing to deny use of the area for private events.

Additional concern was raised regarding two recent unauthorised uses of the car park over the preceding weekend – one involving dog training classes, and another a private party hire. It was emphasised that enforcing the policy equitably is essential to maintain community trust and avoid future conflict.

The Village Hall Committee was discussed as the responsible body for communicating restrictions to hirers. It was noted that although they claim to have informed all hirers not to use the overflow area, at least one regular hirer reported never being made aware. The Council acknowledged that their contractual relationship is with UVHAT (Upton Village Hall Amenities Trust), not individual hirers, and any enforcement or claims must be directed through UVHAT.

Resolution:

• It was unanimously resolved to deny Caroline’s request to use the overflow car park for her private function.
• The Parish Council agreed to write to UVHAT regarding the two incidents of unauthorised parking.
• The Clerk will draft the letter to be sent formally by the Chair to Rob Traynor (Robert Traynor <ronyart5@hotmail.com) the Chair of UVHAT following review and approval by the Council.
• The PC Chair to follow up and request a meeting with Chair UVHAT after the UVHAT AGM next Tuesday 29^th April after the AGM to discuss letter on issues, overflow parking update on fencing around tarmac car park.
• A request will be made to the Village Hall Committee to retain the full deposit for hirers who breached parking rules specified on the two occasions noted recently following the reporting by a member of UVHAT (Nicola) to the Clerk.
• Signage was discussed. While permanent bollards are forthcoming, a temporary laminated sign stating “No Parking on the Grass” will be displayed to deter misuse.
• A follow-up meeting is proposed after the upcoming AGM to formally discuss the ongoing management of the recreation ground, enforcement of parking rules, and cooperative efforts with UVHAT.
• Action Points:

• Clerk to draft communication to UVHAT for Council review.
• Chair to send the formal letter to UVHAT.
• Temporary signage to be installed near the recreation ground entrance.
• Post-APM meeting with UVAT to be arranged for formal discussions on incident management and site control.

 

 

12. Upton News Contribution

Clerk to include notice regarding the Ladies Football team and any other relevant updates before the 29th April newsletter deadline, including advertising the APM.

13. Annual Parish Meeting – 7th May 2025

Promotional measures approved:

• Printed Leaflets: Yes
• Social Media Promotion: Yes
  Vote: Unanimous
  Event to be hosted at Upton Village Hall, with refreshments provided.

14. Date of Next Meeting

Next Meeting (Annual Parish Council Meeting):
Date: Wednesday, 28th May 2025
Time: 19:00
Venue: Upton Village Hall, Small Meeting Room

UPTON PARISH COUNCIL

MINUTES of the meeting held

19^th March 2025

In attendance: Chair Ben Shaw (BS)

Councillors David Beckles (DB) Brendan Heneghan (BH) Chris Seelig (CS) Francoise Yates (FY)

Clerk Lisa Heneghan

Continue Reading Minutes of the meeting of the Parish Council 19.03.2025

UPTON PARISH COUNCIL
MINUTES of the meeting held
26th February 2025

Continue Reading Minutes of the meeting of the Parish Council 26.02.2025

UPTON PARISH COUNCIL

MINUTES of the meeting held

22nd January 2025

Continue Reading Minutes of the meeting of the Parish Council 22.01.2025