UPTON PARISH COUNCIL

Draft Minutes of the Meeting Held on Wednesday 29th April 2026

Held in the Small Meeting Room, Upton Village Hall at 7.00pm

Present

Cllr Francoise Yates

Cllr Peter Head

Cllr Chris Seelig

Cllr Matt Talbot

In Attendance

Benjamin Shaw – Clerk/RFO
Members of the public

1. Apologies for Absence

Apologies were received from Cllr David Beckles.

Cllr Matt Talbot advised that he would arrive late due to prior commitments.

2. Declarations of Interest

No declarations of interest relating to items on the agenda were received at this stage of the meeting.

3. Open Forum

3.1 The George at Upton – Advance Notice of Events

A resident raised concerns regarding noise associated with events held at The George public house, particularly during weddings and weekend functions. It was noted that, during the previous year, advance notice of such events had occasionally been shared with residents via village WhatsApp groups, which had been appreciated by nearby households.

The resident asked whether a more formal arrangement could be encouraged whereby advance notice of larger events would routinely be communicated to villagers.

Members acknowledged the concern and considered the request reasonable. It was agreed that an informal discussion would be held with representatives of the public house to encourage the continued use of local communication channels, including village WhatsApp and Facebook groups, to notify residents of significant upcoming events where possible.

The resident was advised to report any future issues should communication cease after initial discussions.

3.2 Wattle Cottage Farm – Planning Refusal and Enforcement Matters

Residents raised questions regarding the recently refused planning application relating to Land at Wattle Cottage Farm and asked what actions, if any, could now be taken regarding enforcement and associated concerns.

Cllr Head explained that the Parish Council acts as a statutory consultee within the planning process but does not possess direct enforcement powers. Enforcement action remains the responsibility of the Local Planning Authority and other relevant agencies depending upon the nature of the issue.

It was noted that:

• The Parish Council had previously submitted formal representations regarding the planning application;
• The matter would be discussed later in the meeting under Agenda Item 5.2;
• Concerns raised by residents would be recorded within the public minutes and could assist in evidencing local concerns to relevant authorities.

Residents raised concerns regarding:

• Highway and child safety;
• Animal welfare;
• Burning of waste and potential environmental impacts;
• Obstruction of public rights of way;
• Imported fill material and land alteration.

Cllr Head advised that different matters fall under different regulatory bodies and legal frameworks, including:

• Planning enforcement;
• Environmental Health;
• Countryside Rights of Way services;
• The Environment Agency.

Members of the public were encouraged to continue reporting specific incidents, particularly where evidential records such as photographs or dates could assist relevant authorities.

Cllr Head further advised that:

• The planning process is necessarily procedural and can be lengthy;
• The Parish Council would continue to advocate on behalf of residents within its legal remit;
• Ongoing concerns regarding national planning policy, local government reorganisation, and protections affecting the North Wessex Downs National Landscape remained matters of wider concern.

Residents acknowledged that the matter was likely to remain a long-term issue requiring continued monitoring and engagement.

No further questions were raised during the Open Forum.

5. Planning

The Chair (Cllr Yates) proposed, with the agreement of Members, to bring forward Agenda Item 5.2 to allow members of the public present to hear the discussion. This was agreed Unanimously.

5.2 Decision Notice – Land at Wattle Cottage Farm, Prospect Road, Upton

The Council noted the refusal of planning permission by Vale of White Horse District Council in respect of application P25/V2762/FUL, relating to Land at Wattle Cottage Farm, Prospect Road, Upton.

Members discussed the current position regarding enforcement case VE24/201 and related matters. The Clerk reported that no formal enforcement action was currently shown as having been taken, but that this was not unexpected given the recent refusal decision and the procedural requirements that may apply.

Cllr Head advised that the Parish Council had previously objected to the application and that the reasons for refusal reflected a number of concerns previously raised by the Council, including flood risk, impact on the North Wessex Downs National Landscape, highway safety, biodiversity, countryside impact, and the intentional unauthorised nature of the development.

Members discussed the importance of maintaining a collaborative and constructive relationship with the Local Planning Authority, while continuing to represent the concerns of residents. Cllr Head reported that a draft letter had been circulated to Members prior to the meeting, addressed to the Development Management Team Leader at Vale of White Horse District Council, regarding enforcement and related matters.

Members also discussed whether correspondence should be copied to:

• District Councillors;
• the County Councillor;
• the relevant planning case officer; and
• the North Wessex Downs National Landscape Team.

It was noted that, although the North Wessex Downs National Landscape Team is not an enforcement body, its management plan and comments may be relevant to planning matters affecting the protected landscape.

The Council further noted that residents had raised concerns during the Open Forum regarding safety, animal welfare, burning of waste, environmental impacts, public rights of way, and imported fill material. It was acknowledged that these issues may fall under different statutory regimes and may involve different authorities.

RESOLVED:
That Upton Parish Council write formally to the Development Management Team Leader at Vale of White Horse District Council regarding enforcement case VE24/201 and related matters, and that the Council authorise associated correspondence with other relevant authorities and stakeholders as deemed appropriate.

The letter shall be circulated to Members by email for any final comments or amendments before being sent within five days of circulation.

The correspondence shall be copied, as appropriate, to the North Wessex Downs National Landscape Team, Ward Members, the County Councillor, and the relevant case officer.

Proposed by Cllr Head.
Seconded by Cllr Seelig.
Carried unanimously.

5.1 P26/V0730/FUL – Maslina, Reading Road, Upton, Didcot OX11 9JJ

The Council considered planning application P26/V0730/FUL for the demolition of the existing house and outbuilding and the erection of a replacement self-build dwelling at Maslina, Reading Road, Upton.

Members noted that the site is located on the A417, adjacent to The George and Dragon, and backs onto land previously known as Wattle Cottage Farm. The proposal was described as a replacement residential dwelling rather than a wholly new residential use.

Members discussed the scale of the proposed dwelling, noting that it represented a significant increase in size compared with the existing property. The Council also noted that the site lies within the North Wessex Downs National Landscape, formerly the Area of Outstanding Natural Beauty, and that the Council had previously agreed to have due regard to the relevant management plan in planning matters.

Members considered the following matters:

• the scale and massing of the proposed dwelling;
• whether the design was in keeping with the surrounding area;
• potential impacts on neighbouring amenity;
• landscape impact within the National Landscape;
• lighting and potential light spill, particularly given dark skies considerations;
• the proposed landscaping and replacement of existing conifers;
• drainage and increased hardstanding;
• potential gravel migration onto the A417;
• construction traffic and highway safety;
• the need for an appropriate Construction Traffic Management Plan.

Members noted that the applicant appeared to have engaged with pre-application advice and that the design had been amended from an earlier, larger proposal. Members were generally supportive of the principle of a replacement dwelling but considered that additional safeguards and clarification were required.

The Council discussed submitting a neutral response of no objection, subject to comments and requested conditions.

The Council considered that the Local Planning Authority should satisfy itself in relation to:

• the adequacy of the landscape and visual assessment;
• lighting design and compliance with relevant National Landscape guidance;
• drainage arrangements and the impact of additional hardstanding;
• tree protection and replacement planting;
• the timing of landscaping works to provide screening at an early stage;
• construction traffic management;
• prevention of loose gravel migrating onto the public highway;
• any ecological or biodiversity requirements.

During discussion, a member of the public indicated that they wished to comment. The Chair proposed that the meeting be suspended briefly to allow public participation.

RESOLVED:
That the meeting be suspended to allow a member of the public to speak.

Proposed by Cllr Yates.
Seconded by Cllr Head.
Carried unanimously.

The meeting was suspended.

[20:03] The meeting resumed.

The meeting was reinstated.

Proposed by Cllr Yates.
Seconded by Cllr Talbot.
Carried unanimously.

Members resumed consideration of planning application P26/V0730/FUL, Maslina, Reading Road, Upton.

Members discussed the need for any response to focus on material planning considerations. The following matters were considered relevant to the Council’s consultation response:

• Construction traffic management, particularly given the site’s access from the A417;
• Prevention of gravel migrating from the proposed driveway onto the public highway;
• Surface water drainage, sustainable drainage arrangements and the increase in hardstanding;
• Landscape impact within the North Wessex Downs National Landscape;
• Lighting impact and potential light spill arising from extensive glazing;
• Retention and protection of trees during demolition and construction;
• Replacement planting and screening;
• Biodiversity net gain calculations;
• Protection and replacement of bat roosting opportunities.

Members noted that the submitted bat survey identified existing bat roosting features and that the Council wished the Local Planning Authority to satisfy itself that appropriate mitigation and replacement roosting provision would be secured and checked.

Members also noted that the application deadline appeared to have been extended to 16th May 2026, although the agenda had recorded the deadline as 29th April 2026. It was therefore agreed that Cllr Head would circulate a draft response to Members for comment before submission.

RESOLVED:
That Cllr Head circulate a proposed consultation response to Members regarding planning application P26/V0730/FUL, and, following consideration of Members’ comments, submit the response on behalf of Upton Parish Council.

The Council’s response would be on the basis of no objection, subject to comments and requested conditions addressing the matters discussed.

Proposed by Cllr Head.
Seconded by Cllr Yates.
Carried unanimously.

Members then returned to the remaining agenda items, it having been agreed earlier to bring forward Item 5 to allow members of the public to hear the planning discussion.

A matter was then raised regarding a previous planning response relating to Prospect Road, which it was suggested may not have been submitted. The Clerk undertook to check the position and, if necessary, request that a late submission be accepted.

The Clerk noted concerns regarding workload and available contracted hours. It was suggested that this matter should be considered separately by the Council.

Cllr Talbot proposed that the meeting be suspended.
Seconded by Cllr Yates.
Carried unanimously.

The meeting was suspended.

The meeting resumed following the informal discussion.

Proposed by Cllr Head.
Seconded by Cllr Talbot.
Carried unanimously.

6. Clerk’s Report

The Clerk provided a report regarding progress on the proposed land acquisition and associated legal and financial matters.

The Clerk reported that:

• extensive correspondence and updates had been circulated to Members by email;
• the lender had approved the current documentation in principle;
• the Council’s solicitor had confirmed that the transaction was capable of proceeding, subject to execution of the necessary documents and funding arrangements;
• anti-money laundering checks had been completed satisfactorily;
• source of funds verification remained in progress but no concerns had been identified;
• exchange and completion were currently anticipated within approximately four to eight weeks, subject to all parties being ready.

Members discussed:

• execution arrangements for legal documents;
• correspondence address arrangements relating to the loan documentation;
• insurance requirements;
• access arrangements;
• permissive path considerations;
• boundary matters;
• drainage, easements and utility infrastructure;
• indemnity insurance and caution against first registration;
• land management and future use considerations.

Members noted concerns regarding the use of the Clerk’s correspondence address on legal documents and requested that clarification and advice be sought from the Council’s solicitor regarding whether an alternative correspondence address could be used following completion.

The Council further noted:

• that there appeared to be no significant contamination concerns associated with the land;
• that no invasive plant species had been identified during site inspection;
• that public liability insurance would be required from exchange of contracts;
• that future permissive path arrangements would be considered separately following acquisition;
• that the Community Land Working Group would continue to develop recommendations for future management of the site.

The Council noted the information provided and indicated that the identified risks were considered proportionate and manageable in the context of the proposed acquisition.

7. Use of Loan, Donations and Council Reserves

The Council considered the proposed allocation of funding sources in line with the DLUHC borrowing approval.

RESOLVED:
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.

Proposed by Cllr Head.
Seconded by Cllr Yates.
Carried unanimously.

8. Execution of Legal Documents

The Council considered arrangements for the execution of:

• the Contract for Sale;
• the TP1 Transfer Deed; and
• the Loan Agreement.

It was noted that the documents would require execution as deeds in accordance with the Council’s Standing Orders and relevant legislation.

Members agreed that the documents would not be signed during the meeting and would instead be reviewed and executed separately.

RESOLVED:
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; and
4. The Clerk be instructed to liaise with the Council’s solicitor regarding the execution arrangements and related matters.

Proposed by Cllr Head.
Seconded by Cllr Yates.
Carried unanimously.

9. Authority to Proceed to Exchange and Completion

The Council considered delegated authority arrangements relating to the proposed land transaction.

Members further discussed:

• indemnity insurance;
• caution against first registration;
• access matters;
• funding transfer arrangements; and
• procedural requirements relating to exchange and completion.

RESOLVED:
That delegated authority be granted to the Clerk, in consultation with the Chair or another Member where necessary, to:

• finalise terms with the Council’s solicitor;
• proceed to exchange of contracts;
• arrange payment of the required deposit; and
• complete the transaction,

subject to:

• legal advice confirming readiness;
• funding arrangements being in place; and
• remaining within the period of DLUHC borrowing approval.

Proposed by Cllr Head.
Seconded by Cllr Talbot.
Carried unanimously.

10. Exchange and Completion Timing

The Council noted legal advice regarding the recommended timing between exchange and completion and discussed arrangements relating to:

• loan drawdown;
• transfer of funds;
• exchange timing; and
• completion dates.

The Council agreed that the advice of the Council’s solicitor should be followed regarding the scheduling of exchange and completion.

RESOLVED:
That exchange and completion shall proceed in accordance with the advice of the Council’s solicitor.

Proposed by Cllr Talbot.
Seconded by Cllr Yates.
Carried unanimously.

11. Anti-Money Laundering and Member Compliance

The Clerk confirmed that:

• appropriate anti-money laundering and due diligence checks had been undertaken;
• no concerns had been identified;
• the Council’s solicitor had also undertaken the required checks; and
• no Member present was disqualified under Section 106 of the Local Government Finance Act 1992.

The information was noted.

12. Risk Assessment and Instructions to Solicitor

The Council considered the remaining risks associated with the transaction, including:

• access arrangements;
• utility and easement matters;
• indemnity insurance;
• permissive path considerations; and
• land registration matters.

Members considered the risks proportionate and manageable.

RESOLVED:
That the Council, having considered the solicitor’s Report on Title and associated advice, considers the remaining risks proportionate and manageable and confirms instructions to the solicitor to proceed with the transaction.

Proposed by Cllr Talbot.
Seconded by Cllr Head.
Carried unanimously.

13. Insurance and Site Management

The Council considered:

• insurance arrangements from exchange of contracts;
• permissive access arrangements;
• land management considerations; and
• future working group proposals.

RESOLVED:
That:
(a) the Clerk/RFO be authorised to arrange appropriate landowner’s and public liability insurance from the date of exchange of contracts; and
(b) the Council supports, in principle, the continuation of permissive public access arrangements, with detailed proposals to be brought back to Council at a future meeting.

Proposed by Cllr Seelig.
Seconded by Cllr Talbot.
Carried unanimously.

14. Exclusion of Public and Press

The Council determined that exclusion of the public and press was not required.

Items 15 and 16 were therefore not considered.

17. Finance and Administration

The Council noted the balances as at 31 March 2026:

• Treasurer’s Account: £9,639.81
• Business Bank Instant Account: £93,350.36
• Total Funds Available: £102,990.17

17.1 Authorisers

It was agreed that Cllr Talbot and Cllr Seelig would act as authorisers for the next month’s payments.

17.2 Approval of Payments

The Council approved the payments listed within the agenda papers.

Proposed by Cllr Talbot.
Seconded by Cllr Seelig.
Carried unanimously.

17.3 Bank Reconciliation

The Council approved the bank reconciliation to the end of March 2026.

Proposed by Cllr Talbot.
Seconded by Cllr Head.
Carried unanimously.

17.4 Expenses

No expenses were submitted for approval. Deferred to the next meeting.

17.5 Salary Payments

The Council approved salary payments in accordance with contractual obligations.

Proposed by Cllr Talbot.
Seconded by Cllr Seelig.
Carried unanimously.

The Clerk advised that the forthcoming audit period and associated finance work would place additional demands on Clerk hours during the coming month.

18. Recreation Ground

The Council received an update regarding the recent playground inspection. Members noted that:

• no significant safety concerns had been identified;
• a minor issue with play equipment had already been repaired locally; and
• the overall inspection outcome was satisfactory.

The Council discussed access arrangements for preparations relating to the forthcoming Uptonogood event.

Members considered whether temporary access should be granted to named volunteers for access to the recreation ground and garage facilities, subject to appropriate safeguards.

Following discussion:

RESOLVED:
That temporary ad hoc access be granted to named Uptonogood volunteers for a limited period, subject to:

• submission of an appropriate risk assessment;
• compliance with Council requirements regarding vehicle access and safety; and
• return of keys/access arrangements following the event period.

Proposed by Cllr Head.
Seconded by Cllr Yates.
Two votes in favour, with one abstention from Cllr Seelig.
Motion carried.

19. Upton News

Members agreed that contributions to Upton News would include:

• an update regarding the Wattle Cottage Farm planning and enforcement matter;
• a brief update regarding progress on the community land acquisition; and
• continued encouragement for residents to consider joining the Parish Council.

20. Personnel Committee and Staffing Matters

The Council discussed arrangements for the Clerk’s annual appraisal and noted that advice would be sought from OALC regarding process and timing.

20.1 Personnel Committee Membership

RESOLVED:
That:

• Cllr Yates step down from the Personnel Committee; and
• Cllr Seelig and Cllr Head join the Personnel Committee alongside the existing membership.

Proposed by Cllr Talbot.
Seconded by Cllr Head.
Carried unanimously.

21. Date of Next Meeting

The next full meeting of Upton Parish Council will be held on Wednesday 27th May 2026 at 7.00pm in the small meeting room at Upton Village Hall.

The meeting closed.

UPTON PARISH COUNCIL

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

Present:

Cllr Peter Head

Cllr Chris Seelig

Cllr Francoise Yates

UVHAT Representatives

Brendan Heneghan

Adrew Dyson

In Attendance:

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

Mrs Emma Watts-Lay

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

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

1. Apologies for Absence

Apologies for absence were received from:
Cllr David Beckles

Cllr Matthew Talbot

The reasons for absence were considered.

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

2. Declarations of Interest

None declared

3. Public Participation

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

Wattle Farm Planning Objection

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

The Council acknowledged the comments.

Chapel Furlong Land Purchase – Progress Update

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

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

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

Request for Public Communication

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

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

Village Hall Drainage / Soakaway (Agenda Item 4.2)

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

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

4. Village Hall Matters

4.1 Overflow Car Park

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

Members discussed:

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

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

Resolved:
That Cllr Chris Seelig will:

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

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

4.2 Soakaway Proposal (Village Hall Drainage)

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

Members discussed:

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

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

Resolved:
That the decision be deferred pending receipt of:

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

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

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

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

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

4A Minutes

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

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

Action: Clerk to revise and re-circulate minutes

5  Planning Matters

5.1 Planning Applications for Consideration

The Council considered the following planning applications:

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

Location: Eventurer, Prospect Road, Upton

Members reviewed the amended plans and noted that:

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

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

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

Action: Clerk to submit response to the Local Planning Authority

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

Location: Land at Dene Hollow, Chilton

Members considered the proposal for an agricultural barn and discussed:

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

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

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

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

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

Proposed: Cllr Yates
Seconded: Cllr Seelig
Resolved: Unanimous

Action:

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

5.2 Planning Amendments

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

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

Members reviewed the submitted amendments and noted that:

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

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

6.3 Planning Decisions Noted

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

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

Resolved:
That the above planning decisions be noted.

6. Reports

6.1 County Councillor Report

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

6.2 District Councillor Report

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

7. Governance

7.1 Standing Orders

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

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

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

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

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

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

7.2 Financial Regulations

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

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

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

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

7.3 Asset Register

The Council considered the Asset Register.

The Clerk advised that:

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

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

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

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

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

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

7.4 Risk Management

The Council considered the Risk Assessment and Risk Management arrangements.

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

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

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

Proposed : Cllr Francoise Yates

Seconded: Cllr Peter Head

Resolved: Unanimously

7.5 Insurance

The Council reviewed the Council’s insurance arrangements.

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

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

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

Action: Clerk to obtain comparative insurance quotations.

7.6 Internal Auditor

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

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

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

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

7.7 Internal Controls

The Council considered the effectiveness of its internal control arrangements.

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

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

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

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

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

8. Council Assets and Village Matters

8.1 Village Survey

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

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

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

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

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

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

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

8.2 Council Land and Grounds Maintenance

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

It was reported that:

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

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

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

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

It was noted that:

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

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

Resolved:
That:

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

8.3 Machinery Maintenance

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

It was reported that:

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

Resolved:
That the update on machinery maintenance be noted.

10 Website and Transparency

10.1 Transparency Code Compliance

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

It was reported that:

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

Members discussed the current website arrangements and noted:

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

It was also noted that:

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

Resolved:
That:

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

Action:

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

10.2 Website Publication Issue

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

It was reported that:

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

Members noted that:

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

It was further noted that:

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

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

Resolved:
That:

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

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

11 Finance and Administration

11.1 Bank Balances

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

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

Resolved:
That the bank balances be noted.

11.2 Authorisation of Payments

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

It was agreed that:

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

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

11. 3 Payments for Approval

The Council considered the schedule of payments.

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

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

Proposed: Cllr Head
Seconded: Cllr Seelig
Resolved: Unanimous

11.3.1 Expense Claims

The Council considered expense claims submitted.

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

Resolved:
That submitted expense claims be approved for reimbursement.

11.3.2 Authorisation of Employee Salary Payment

The Council considered the payment of employee salary.

It was confirmed that:

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

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

Resolved: Unanimous

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

11.4 Receipts

The Council noted the following receipt:

• 09/02/2026 – Interest: £22.32

Resolved:
That the receipt be noted.

11.5 Bank Reconciliation

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

It was noted that:

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

Resolved:
That the bank reconciliation be noted and approved

11.6 Bank Signatories

The Council reviewed the current bank signatory arrangements.

It was noted that:

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

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

12. Upton News

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

It was agreed that:

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

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

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

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

13. Date of Next Meeting

The next meeting of Upton Parish Council was confirmed as:

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

Meeting Closed

UPTON PARISH COUNCIL

Minutes of the Parish Council Meeting

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

Present

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

Clerk & Responsible Financial Officer: Benjamin Shaw

County Councillor Rebecca Fletcher

1. Apologies for Absence

Apologies were received from Cllr David Beckles.

2. Declarations of Interest

No declarations of interest were made.

3. Public Participation (Open Forum)

No members of the public were present.

4. Minutes of the Previous Meeting

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

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

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

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

5. Planning

5.1 New Planning Applications

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

5.2 Updates on Previously Considered Applications

P25/V2762/FUL

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

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

No further action was required at this stage.

P26/V0101/PIP

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

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

5.3 Circulation of Draft Planning Responses

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

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

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

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

Members noted:

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

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

6. District Councillor Report

No District Councillor was present and no report was received.

7. County Councillor Report

The County Councillor attended and provided an update covering:

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

Members raised concerns regarding:

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

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

The Chair thanked the County Councillor for attending.

8. Village Matters

8.1 Recreation Ground Grounds Maintenance Contract

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

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

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

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

8.2 Volunteer / Working Groups

Play Area Working Group

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

Community Land Working Group

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

8.3 Tree Works / At-Risk Trees

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

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

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

Further works will be considered in the new financial year.

8.4 Play Area – Maintenance and Safety

Swing Beam Replacement

Quotations are being obtained and will be circulated once received.

Trim Trail Rope Adaptation

Consideration deferred pending further inspection.

Inspection Rota

Routine playground inspections are continuing.

8.5 IT & Website Migration

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

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

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

The Council confirmed that:

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

Members discussed current issues and required actions, including:

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

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

The Council agreed that:

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

Further actions were identified:

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

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

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

8.6 Machinery Servicing and Security

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

It was reported that:

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

Members noted that:

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

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

Resolved:

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

8.7 Village Survey

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

It was reported that:

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

Members discussed key considerations, including:

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

It was noted that:

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

Resolved:

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

8.8 Parish Emergency Plan

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

It was reported that:

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

Members noted that:

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

A proposal was outlined to:

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

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

It was further noted that:

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

Resolved:

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

8.9 Recreation Ground Signage

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

It was reported that:

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

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

9. Governance

9.1 Delegated Decision-Making Arrangements (March 2020)

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

Members were reminded that:

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

The Council considered:

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

It was noted that:

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

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

Resolved:

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

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

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

9.2 Oxfordshire Unitary / “Ridgeway Council” Consultation

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

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

9.3 National Planning Policy Framework Consultation

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

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

10. Finance & Administration

10.1 Authorisation of Payments

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

10.2 Approval of Payments

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

RESOLVED:
To approve the payments as listed.

Bank interest of £17.51 was noted.

10.3 Citizens Advice Donation

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

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

10.4 SLCC Membership Renewal

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

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

10.5 Bank Reconciliation

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

10.6 Professional Advice Regarding Loan Agreement – Consideration and Next Steps

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

It was noted that:

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

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

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

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

Resolved:

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

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

11. Upton News

Members agreed that items relating to:

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

should be submitted for inclusion in the next edition.

12. Date of Next Meeting

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

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

UPTON PARISH COUNCIL

Minutes of the Parish Council Meeting

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

Present

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

1. Apologies for Absence

Apologies were received from Cllr David Beckles.

Outcome:
The apology was noted and accepted.

2. Declarations of Interest

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

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

3. Open Forum

3.1 Representations from Members of the Public

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

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

No formal representation was made.

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

4. Approval of Minutes

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

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

Vote: Unanimous

5. Planning

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

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

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

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

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

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

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

Proposed: Cllr Head
Seconded: Cllr Yates
Vote: Unanimous

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

Council considered the proposed repositioning of an outbuilding.

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

Proposed: Cllr Head
Seconded: Cllr Yates
Vote: Unanimous

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

Cllr Peter Head left the room for this item.

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

RESOLVED:
That Upton Parish Council raises no objection.

Proposed: Cllr Yates
Seconded: Cllr Talbot
Vote: Unanimous

Cllr Head returned to the meeting.

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

Planning in Principle application for up to three additional dwellings.

Council discussed:

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

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

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

Proposed: Cllr Head
Seconded: Cllr Yates

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

6. Village Matters

6.1 Recreation Ground / Grounds Maintenance Contract

Council received an update on revised quotations:

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

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

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

Proposed: Cllr Head
Seconded: Cllr Talbot
Vote: Unanimous

6.2 Volunteer / Working Groups

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

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

6.3 Tree Works / At-Risk Trees

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

6.4 Play Area – Maintenance and Safety

Council noted:

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

6.5 IT & Website

Council noted ongoing issues with website access and document stability.

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

6.6 Machinery Servicing and Security

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

6.7 Village Survey

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

6.8 Parish Emergency Plan

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

6.9 Recreation Ground Signage

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

7. Finance & Administration

Balances as at 31 December 2025 were noted:

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

7.1 Authorisation of Payments

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

7.2 Approval of Payments and Receipts

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

7.3 Transfer of Funds

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

Proposed: Cllr Talbot
Seconded: Cllr Yates
Vote: Unanimous

8. West Hagbourne Village Gates

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

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

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

Proposed: Cllr Yates
Seconded: Cllr Head
Vote: Unanimous

9. Resignation of Councillor Emma Watts Ley

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

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

10. Date of Next Meeting

The next full Parish Council meeting will be held on:

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

Meeting closed: 21:00

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