Upton Village

South Oxfordshire

Upton Parish Council Minutes of the meeting held on 24th July 2024

UPTON PARISH COUNCIL

In attendance:

Chair                                    Ben Shaw

Vice Chairman                   Neil Thorp (NT)

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

Clerk                                      Lisa Heneghan

 

  1. To receive apologies for absence

None received

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

None declared

  1. Open Forum

No parishioners present

Question raised by a villager on email re parking at the Village Hall notably on a Tuesday when the football team are hiring the ground.  Overflow parking on the grass needs to be made clear.  Currently there is no signage.  Football manager must be responsible for team’s parking.  Diagram to be produced for him to pass on to team and given a warning if not adhered to will not be allowed continued use.  BH  BS

  1. To approve minutes of the Parish Council meeting held on 26th June 2024

Proposed by BS. Seconded by BH.  All in agreement

  1. To approve the resigning of minutes of the meetings held on April 24th 2024 and May 22nd 2024 where page numbering has been added

                Proposed by BS.  Seconded by BH.  All in agreement

 To confirm and/or appoint Personnel and Finance Committees

Personnel:  Ben Shaw, David Beckles, Francoise Yates.  Proposed by BS.  Seconded by BH.  Unanimous vote

Finance:  Ben Shaw, Brendan Heneghan, Chris Seelig.  Proposed by BS.  Seconded by DB.  Unanimous vote

*Proposal to reorganise agenda to Item 12 as Henry Matthews (HM), TFM representative, present

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

Contractor explained issues regarding parking space and extent of grass cutting expected.

Noted that the pub pathway took 29 man hours to get back to standard for which contractor, as a gesture of goodwill, charged £25

Church footpath – misunderstanding how far the contractors were meant to go

Although all agreed in an email, noted that an official contract needs to be put in place.  Acknowledged by TFM and will be rectified.

Cutting of pathways not competitive against other contractors but TFM will review.

Costs to be itemised in a revised quote

Other paths which have been queried by parishioners to be included in TFM quote.

Thames Water to be approached regarding the path they regularly visit.

BS & HM to walk paths and produce a comparison chart to be emailed to Council with a subsequent vote.

TFM to continue with grass cutting until revised quotes received.

NT proposed, FY seconded, BS abstained, others voted in favour

Recreation ground maintenance:

Replacement surface has arrived and start date for laying 15th August.

Wood chip will need to be topped up at some point.

Football nets:  Need regular walk around maintenance to ensure clips are in place.  Football manager to be asked if he could make checks and report any measures needed.   CS offered to replace clips when necessary.  LH to email

Agreed new barn padlocks of a code nature should be purchased and codes to be changed on a monthly basis.  Proposed by BH, Seconded by BS  All in favour

NT handing all information regarding the play area to DB.

  1. To receive resignation from Councillor Thorp

Resignation accepted and NT thanked for his valuable contribution

CS agreed to take on the role of Vice Chairman.  FY will be copied in on all Vice Chair matters.  FY also agreed to take on the ‘Planning’ element of the Council.  Proposed by BS, seconded by NT, all in favour

  1. Planning

Acknowledgement that:

P22/V1914/CM (Collard Environmental Ltd) was approved as advised 26.06.24 and

P24/V1165/HH – alterations/extension at Sunnybank, High Street was approved as advised 02.07

P24/V0976/HH – development at The Orchard, High Street, approved as advised 04.07

 Finance & Administration

Agreed the authorisers of next month’s payments would be NT & DC.  CS to be added as an authoriser

All payments in June were approved

Bank reconciliation signed by BS & LH

Expenses provided by BS to be carried over to next month

ILCA and FILCA training courses approved for the Clerk.  Proposed by BS,  Seconded by FY.  All in favour

Response to email on safety of lithium battery disposal considered not necessary.  BS proposed to approve.  CS seconded.  2 in favour.  1 abstention.  3 against.

Sustrans cycle path benches.  Condition of these raised.  Proposed that Sustrans be approached to contribute to replacing these.  Agreed to approach chairman of East Hagbourne (EH) to ask if EH would take it on.  County, District Councillor and MP to be copied on communication.  Agreed that all the benches need replacing over a period of time.  DB, BS, LH

District boundaries.  Currently 2 DCs for the ward but the proposed change would mean only one.  Second one likely to go to Great Western Park ward.  BH said should argue to keep two.  Clerk to respond to email objecting to proposal.  Proposed by BH.  Seconded by NT.  All in favour

Purchase of new laptop and back up drive approved – up to £500 max.  Proposed by BS seconded by BH, all in agreement

CS offered to help file laptop documents and set up new system approved.  As a professional IT person, CS would be paid for this time if within the limits set for not requiring 3 quotes to be obtained.   BH proposed.  FY seconded.  One abstention.  Others  In favour.

  1. Resuming VAT reclaims on a quarterly basis approved

Proposed by BS, Seconded by FY all in favour

  1. To receive an update on the village questionnaire

William Betts and Ian Ross have come forward to help.  Plan to be developed.  Structure anticipated for September meeting

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

As above

Car park – who is it for.  Owned and repaired by UPC.  Village Hall committee prepared to support extension.  They have agreed to put rubber matting down and act asap.  Will provide parking for an additional 20 cars..  Access needs to be addressed.  BH will lead and design spec.  There is budget allocation for this.

Quote received for Solar panels on village hall – applying for grant could save up to £2k in costs and possibly a saving in adding to the grid.  Quote includes batteries and ev charging ports.  Ongoing.

  1. To receive IT update regarding Village Website

A .gov.uk domain name is not currently mandatory nor expected to become so.  However agreed that holding such a name would be wise.  upton.oxon   upton.ox or upton.oxfordshire according to what is available.  BS proposed to take £100 grant  to purchase name pending any further decisions.  DB seconded.  All in agreement.  CS to look into

 To hear plan for Upton News

Alun Griffith has volunteered to take this over.  NT thanked for his work to date.

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

Next meeting will be held on Wednesday 25th September 2024 at 19.00 in the small meeting room at Upton Village Hall

Meeting declared closed at 21.45

Upton Parish Council Minutes of the Meeting held on 28th February 2024

Minutes of the meeting of the Parish Council held in the main hall at Upton village hall on Wednesday 28th February 2024 at 8pm.

 

In attendance:-            Chairman                    Ben Shaw (BS)

Vice Chairman            Neil Thorp (NT)

Councillors                 David Beckles (DB), Brendon Heneghan (BH), Nicola Hall (NH)

Clerk                           Lisa Morgan (LM)

 

 

  1. To receive apologies for absence
    None.
  2. To record any declarations of interests relating to this meeting
    BS- Organised Grime.
  3. Open Forum
    • To receive representations from members of the public if present.
      (Maximum 15 minutes, 3 minutes per person)
      No members of the public were present.
  4. To approve the minutes of the Parish Council meetings held on:-

UPC Meeting 22nd November 2023
Following the issue raised on section 4 of these minutes at the January meeting, a slight amendment has been made. BS proposed approving the minutes. It was unanimously agreed.

BH joined the meeting at this point.

 

UPC Meeting 17th January 2024

Note: – Any changes to the minutes need to be agreed by a vote.
BH raised a question re section 4 of minutes in regard to District Councillor’s request for meeting to discuss printing of email in Upton News. BS has sought advice from OALC and has written to District Councillors explaining that Upton News is separate from the Parish Council and the Parish Council cannot control what is published by a Councillor when acting as an individual rather than acting on behalf of the Parish Council.
It was agreed that this matter is now closed and the minutes of the January meeting were a true record. Voted 4 in favour and 1 abstained.

  1. Planning
    • To agree / ratify the council’s response to the following consultations
      • P24/V0285/S73 Skippets Stables, Dene Hollow, Chilton.
        Variation of Condition 2 (Approved Plans) on Planning application P23/V0252/FUL. Erection of a single storey amenity building together with a 3 bay equine building.
        Deadline 29.02.24
        UPC returned no objections 26.02.24
      • P24/V0305/FUL Skippets Stables, Dene Hollow, Chilton.
        Replacement of the range of timber stables with the erection in brick, of 9 loose boxes, WC & tack room. Re-erection of the timber stables as a straight line of 10 loose boxes.
        Deadline 29.02.24
        UPC returned no objections 26.02.24
    • To note planning permissions/withdrawals received during the month.
      • P23/V2689/FUL 3 Fieldside, Upton
        Planning permission 12.02.24
      • Maslina, Reading Road, Upton
        Planning permission 21.02.24
      • Finches, Stream Road, Upton
        Planning permission 28.02.24
    • Naming of Hollow Way, Upton
      UPC are aware that this is already named as Hollow Way. BH will draft a letter explaining that UPC are in agreement of it remaining Hollow Way.
      Unanimously agreed.
  2. Finance & Administration
    • Treasurers Account to 31.01.24 £17487.62
      Business Bank Instant Account to 31.01.24 £13208.87
      Total funds available as at 31.01.24 £30696.49
  • To agree the authoriser for this month’s payments
    NT & DB will authorise the payments
  • To approve payments to be made noted below under the General Power of Competence and within budgeted amounts.

 

DATE Description /Payee Amount
28.01.24 Clerk’s salary since last meeting

 

 Not publicly disclosed
09.01.24 Kalehurst Garden Machinery Invoice 145091 £506.26
09.01.24 OALC Invoice 4561 VAT Course LM £36.00
09.01.24 OALC Invoice 3063 Audit Course LM £36.00
18.01.24 Miss E Cooper Invoice UPC001 Training LM £96.70
18.01.24 Cloudally Invoice 29413 £42.00
29.01.24 Microsoft subscription £4.90
Total £721.86

(plus salary above)

 

Receipts Description Amount
OALC Refund of Invoice 3063 Audit Course LM £36.00
Lloyds Bank Interest Jan 24 £13.63
Total   £49.63

 

  • To sign off bank reconciliation to end January
    Provided in advance of the meeting & to be signed at meeting.
    BS signed reconciliation.
  • To agree appointment of Harry Hood to carry out Internal Audit 23/24
    Unanimously agreed.
  • To agree Asset Register for Internal Audit.
    Unanimously agreed.
  • To hear an update on the village questionnaire.
    BS confirmed that the questionnaire went out in the February Upton News and BS put on Facebook and the WhatsApp group. 22 responses have so far been received. It was proposed that LM print off paper copies and they are distributed and the deadline for replies extended to the end of March. Completed questionnaires can be returned to Clerk’s address or handed in at Drop in session at the church on Good Friday.
  • To hear update on the village litter pick.
    Due to the fact that one person is required to take personal responsibility for the Litter pick and it cannot be done under the Parish Council, it was agreed to put an article in the Upton News explaining that the planned Litter pick will not go ahead. NT has drafted a note explaining the situation, to be published on behalf of council, in the Upton News. NH will also put it on the village WhatsApp group. It was unanimously agreed.
  • VOWH Joint Local Plan
    BS & BH have responded individually. It was agreed by 4 -1 that it be individual responses rather than as a Parish Council.
  1. To hear any updates on any aspect of the recreation ground including play areas and maintenance.
    • Play area inspection and repairs required following inspection.
      An email has been received today advising that a piece of the play equipment is damaged. NT will go to the recreation ground tomorrow and cordon off the equipment.
      Council expressed concern that the play equipment is coming to the end of it’s life and the cost of repairs is becoming unsustainable. The wood surround is in need of total replacement and the wood chip needs topping up.
      It was proposed to obtain quotes for total replacement of play equipment and surround before carrying out any further repairs. BH will look at different play equipment costs. NH will speak to Sally Povolotsky about possible grants. LM will request a quote from Kompan for cost of replacement.
    • Pump Track and clearance work.
      BH will get a quote for work to be carried out in May.
    • Current maintenance contracts & bin collection contracts
      LM & NT are meeting with a contractor to quote for both contracts and will report back to Council
    • Uptonogood.
      BH will speak to organisers of Uptonogood and discuss what they would like for storage of their equipment. BH will then obtain quotes and report back to council.
    • Any other updates on the recreation ground
      None.
  2. To hear an update on the production & issue of Upton News – NT

Agree content for next edition of Upton News
It was agreed to put photos and details of cost of repairs of the play equipment and surround.
Details of questionnaire response deadline extended until end of March.
Note that Litter pick can not be organised by Parish Council.
Job vacancy for Clerk position and vacancy for Councillor following Graham de Wilde resignation.

BS confirmed that LM will be leaving in the middle of March. He advised that there have been no responses to advert for position so far. He proposed putting advert on with an agency.
All were in agreement.

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

Next full council meeting will be Wednesday 27th March 2024 at 8.00pm, in the main hall, Upton Village Hall.

 

 

Meeting ended 9.50pm

Upton Parish Council Minutes of the Meeting held on 17th January 2024

UPTON PARISH COUNCIL

 

Minutes of the meeting of the Parish Council held in the meeting room at Upton Village Hall on Wednesday 17th January 2024 at 8pm.

 

In attendance:-       Chairman                              Ben Shaw (BS)

Vice Chairman                     Neil Thorp (NT)

Councillors                           Brendon Heneghan (BH), David Beckles (DB),

Nicola Hall (NH)

Clerk                                      Lisa Morgan (LM)

County Councillor              Sally Povolotsky (SP)

District Councillors             Debra Dewhurst (DD), Hayleigh Gascoigne (HG)

 

 

  1. To receive apologies for absence
    None.
  2. To record any declarations of interests relating to this meeting
    BS- Organised Grime.
  3. To receive the County Councillor’s report
    Report received in advance of meeting and sent to Council.
    SP updated on reservoir plan. Due to change of Secretary of State in November, Thames Water Management Resource Strategy has not been confirmed. SP has written but cannot do anything until plan is released. This should be in Apr/May this year and SP confirmed she is still fighting on this and will keep everyone updated.
    SP confirmed she has written to the head of ICB for an update on the Healthcare plan for Great Western and Valley Park. She has requested a meeting with all the heads of the planning & health boards. All correspondence is being copied to councils and SP will continue to chase. DD & HG are also chasing. Once a date has been agreed for meeting SP will meet with UPC and agree questions to be raised.
  4. To receive District Councillor’s report
    Report received in advance of meeting and sent to Council.
    DD raised the importance of the Joint Local Plan and the Boundary Commission Consultation & urged the Council to get their voices heard. HG stressed that the Joint Local Plan is one of the most important documents that the District Council produces and it is an opportunity for everyone to get their views in to shape the document. NT will publicise the document in the Upton News. There are drop-in sessions to discuss the plan and ask questions. 31st Jan The Beacon Wantage. 10th Feb Berro Lounge, Didcot.
    HG went on to say that she felt UPC and herself and DD had not resolved the issue from the last meeting in respect of the publishing of her email in the Upton News and had emailed BS & LM stating this. BS had replied to the email confirming he is happy to arrange a separate meeting with them to discuss how they want to move forward. This initial meeting will be DD, HG, BS, LM. HG & DD will contact LM with dates and discussion points. UPC and the District Councillors confirmed they really want to work together. Once the meeting has taken place, BS & LM will go back to Council for a resolution to be agreed.
  5. Open Forum
    • To receive representations from members of the public if present.
      (Maximum 15 minutes, 3 minutes per person)
      No members of the public were present.
  6. To hear an update from the PCC
    The following report was received:-

    St Mary’s WC and kitchen installation

 

The works are now complete, apart from a few minor fixes and snaggings which are due to be addressed by the builders, Aston Building and Conservation, this week. The works are on-budget.

 

The opening ceremony, originally planned for 20th January, is now planned for Saturday, 24th February. Entertainment will be provided together with drinks and light refreshments. All in Upton will be welcome to attend and the event will be publicised around the village and in Upton News.

 

We are now working on plans to make the space in the nave more flexible and suitable for a variety of users. Changes are likely to include the replacement of some of the pews with stackable or folding chairs and tables.

 

Friends of St. Mary’s

This group was set up in 2015 and raises money to support the costs of running and maintaining the church building, the churchyard and cemetery. As well as this primary money-raising aim, FOSM holds social events for Friends.

 

Now that fund-raising for the WC and kitchen is complete, we aim to encourage further membership of FOSM, especially of people who have moved to the village since 2015. An announcement will be made shortly.

  1. To hear an update from a UVHAT representative on village hall operations
    No report but BS updated re soakaway request. BS has spoken to two solicitors re drawing up a license agreement, which can be used for the soakaway and for future work, to ensure work is carried out meeting all safety regulations and includes the removal of waste and continual monitoring of the ground after completion of the work. This agreement was advised by OALC. BS proposed using Surrey Hills Solicitors to draw up the document. Council voted 4 in favour and 1 abstained.
  2. To hear an update from the Nature Garden representative
    No report received.
  3. To hear an update on UPC IT
    No report. Quotes are being sought for website updates.
  4. To approve the minutes of the Parish Council meetings held on:-

UPC Meeting 22nd November 2023
A question was raised on section 4 of these minutes regarding the publishing of emails. It was agreed to review the minutes and approve them in the next meeting.

UPC Extraordinary Meeting 29thNovember 2023
Council unanimously approved the minutes were a true record.

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

  1. Planning
    • To agree / ratify the council’s response to the following consultations
      • P23/V2573/FUL Horse & Harrow, West Hagbourne
        Change of use of land, (associated with planning ref P22/53609/FUL)
        Deadline 12.12.23

UPC returned no objections 07.12.23

  • 0166/23 Chilton Recycling Facility, Chilton re P22/V1914/CM & P23/V2764

Proposed extension to MRF & Waste Transfer Station. Vary condition 5 & allow an additional 12 HGV movements.

Deadline 14.01.24
UPC agreed no objections but with the caveat that if the route requires redirecting, due to weather, a new consultation is issued. Returned 18.01.24.

Council voted 4 in favour & 1 abstained

  • P23/V2641/HH Finches, Stream Road, Upton

Installation of 1 flat roof dormer to existing loft conversion & roof lights to side elevation.

Deadline 12.01.24
UPC returned no objections on 18.01.24

Council voted 4 in favour and 1 abstained.

  • P23/V2689/FUL 3 Fieldside, Upton (Previous application P20/V2094/FUL)

Extension to side & rear & sub-division of plot to create new one bedroom dwelling.

Deadline 20.01.24
UPC voted to object to this application noting over development, parking & highway safety. UPC had previously objected to this application when it was passed in 2020.

UPC voted 4 in favour of objecting. 1 abstained.

Objection returned 18.01.24

  • P23/V2854/HH Maslina, Reading Road, Upton

Construction of a garage, home office & pool house/gym.

Deadline 24.01.24
UPC agreed no objections to this application.

Council voted 4 in favour & 1 abstained.

UPC returned no objections on 18.01.24

  • To note planning permissions /withdrawals received during the month
    None.
  1. Finance & Administration
    • To receive an update UPC Finances End of Q3 results
      • Treasurers Account to 31.12.23 £18,517.38
        Business Bank Instant Account to 31.12.23 £13,195.24
        Total funds available as at 31.12.23 £31,712.62
    • To agree the authoriser for this month’s payments
      BS advised council that Graham de Wilde, GW, has formally resigned as a Councillor with immediate effect. As GW was a signatory for the bank account BS asked if DB would step in as second signatory with NT. This was agreed.
    • To approve payments to be made noted below under the General Power of Competence and within budgeted amounts.

 

DATE

 Description /Payee Amount
28.11.23/ 28.12.23 Clerk’s salary since last meeting

 

 Not publicly disclosed
01.12.23 Organised Grime Invoice 0007 £294.00
01.12.23 Organised Grime Invoice 0008 £228.00
01.12.23 Organised Grime Invoice 0009 £216.00
01.12.23 Organised Grime Invoice 0010 £270.00
14.12.23 ARD Playgrounds Swing repair £66.00
14.12.23 OALC Invoice 4513 Finance course LM £36.00
14.12.23 SLCC Membership LM £109.00
22.12.23 RoSPA Play area inspection £302.40
22.12.23 UVHAT Hall hire Qtr 3 & Qtr 4 £20.00
28.12.23 Microsoft subscription £4.90
Total   £1546.30

(plus salary above)

 

Receipts Description Amount
PCC Donation Donation from PCC re Fete Proceeds £1100.00
Lloyds Bank Interest Nov 23 £14.54
Lloyds Bank Interest Dec 23 £15.02
Total   £1129.56

 

  • To sign off bank reconciliation to end December
    Provided in advance of the meeting & BS signed at meeting.
  • To hear an update on the village questionnaire.
    BH confirmed he will draft the questions into a survey format and get it into the Upton News, with NT & BS’s help. Aiming for the February edition of Upton News.
  1. To hear any updates on any aspect of the recreation ground including play areas and maintenance.
    • Play area inspection and repairs required following inspection.
      LM confirmed the next inspection is due in March. Council agreed for LM to book this inspection.
      Council agreed to discuss repairs of play equipment, which was raised in December inspection, in February meeting.
    • Pump Track and clearance work
      BH had obtained a quote for work to be carried out over Christmas holiday. This was not agreed so BH will need to ask for another quote. It was agreed to discuss this in March meeting.
    • Update on removal of football equipment from garage & removal of Portaloo
      All football equipment has been removed from the garage and the key has been returned. The Portaloo has also been removed.
    • Current maintenance contracts & bin collection contracts
      It was agreed to obtain quotes for these contracts. LM will arrange.
    • Biodiversity Policy
      It was agreed to discuss this in future meetings. Council are aware that a Biodiversity Policy is required.
    • Any other updates on the recreation ground
      A litter pick will be organised for volunteers in the village. NH will arrange a date which is most popular with volunteers and organise equipment needed. Biffa will be carrying out a separate clean up of the village. It was suggested they clean up the areas that are inaccessible or dangerous for the volunteers.
  2. To hear an update on Speed Watch Activities from BH
    BH confirmed he has returned all the speed watch equipment to the Police.
  3. To hear an update on the production & issue of Upton News – NT

Agree content for next edition of Upton News
It was agreed to put in details of the Litter Pick. NH will confirm details to NT
Questionnaire details also to be added this month.

  1. To set the date and venue of the next full council meeting

Next full council meeting will be Wednesday 28th February 2024 at 8.00pm, in the main hall, Upton Village Hall.

Meeting ended at 9.30pm.

Minutes of the extraordinary meeting of Upton Parish Council held on Wednesday 29th November 2023 at 7.30pm in the meeting room at Upton village hall.

UPTON PARISH COUNCIL

 

Minutes of the extraordinary meeting of Upton Parish Council held in the meeting room at Upton village hall on Wednesday 29th November 2023 at 7pm.

 

In attendance:-             Chairman                    Ben Shaw (BS)

Vice Chairman            Neil Thorp (NT)

Councillors                 David Beckles (DB), Graham de Wilde (GW),

Brendan Heneghan (BH), Nicola Hall (NH)

Clerk                           Lisa Morgan (LM)

 

  1. To receive apologies for absence

         None.

 

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

         None.

 

  1. To hear any updates on the maintenance of the recreation ground

3.1 Car park improvement options (GW)

Extending the car park has been put on hold until the village survey has been completed.

Bollards will be installed to prevent cars driving onto the grass.

3.2 Any other updates on the recreation ground

Following a discussion with Scofell, BH concluded that the previous quote from Scofel would not

solve the problem of removing the roots and stumps from the side of the pump track.

              GW has obtained a quote from Didcot Plant Hire for a digger and a dumper truck for a week but in

view of Health & Safety, it was agreed that GW was not trained or insured to carry out work.

BH will go back to Scofell for a quote to dig out and remove roots. BH will also obtain another quote

              for the work to be carried before a decision is made.           

              All agreed that the work needs to be carried out over the winter and ideally to use a contractor.

 

The Girl’s football team will no longer be training at the recreation ground. LM will write to the club to

ask that they remove their equipment from the garage and return the garage key to us.

 

BH suggested drawing up an agreement, in future, for societies wanting to use the recreation ground.

It was agreed to set up a working group to discuss revenue opportunities for the use of the ground.

BH & NH will head up.

 

  1. To hear an update on Speed Watch Activities (BH)

            BH confirmed that the signs are up but nothing else to report. BH will offer volunteers to carry out

speed checks.

 

  1. To hear an update on Risk Management (NT)

5.1 Updating of the Risk Management document

Unanimously agreed to amend document as per NT’s amendment. BH thanked NT for his hard work

on the updating of the document.

5.2 Compliance, GDPR & any other risk management updates

None.

 

 

 

  1. To hear an update on the production & issue of Upton News (NT)

Agree content for next edition of Upton News

It was agreed that a note would be put in thanking Jessie West for delivering the new bus timetable.

A thank you to Uptonogood and an update on the budget for 2024.

All agreed.

 

  1. To hear an update on IT

Discuss documentation update for the website

A report was received from P McLaughlin detailing that the website will require an update in the next

3 to 6 months.

Work is also required on the Village Calendar.

LM will ask P McLaughlin to obtain a quote for the updates and maintenance work.

 

  1. To set the date(s) and venue(s) of future full council meetings

8.1 To agree the list of meeting dates for 2024. New date needed for APM

APM requested for 1st May 2024. Waiting confirmation of booking from UVHAT

8.2 The next full council meeting will be held on Wednesday 17th January 2024 at 8.00pm in the meeting

room in the village hall.

 

 

Meeting finished at 8.50pm.

Upton Parish Council Minutes of the Meeting held on 22nd November 2023

UPTON PARISH COUNCIL

 

Minutes of the meeting of the Parish Council held in the main hall at Upton village hall on Wednesday 22nd November 2023 at 8pm.

 

In attendance:-       Chairman                              Ben Shaw (BS)

Vice Chairman                     Neil Thorp (NT)

Councillors                           David Beckles DB), Graham de Wilde (GW),

Brendon Heneghan (BH), Nicola Hall (NH)

Clerk                                      Lisa Morgan (LM)

District Councillors            Debra Dewhurst (DD), Hayleigh Gascoigne (HG)

 

 

 

  1. To receive apologies for absence

         None.

 

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

         BS- Organised Grime.

 

  1. To receive the County Councillor’s report

         Update on Calvert maintenance and flooding in Prospect Road/Stream Road

         Report received in advance of the meeting and sent to Council.

County Councillor did not attend the meeting so LM will write to her and request update on flooding in

Prospect Road/Stream Road.

 

  1. To receive District Councillor’s report

         Report received in advance of meeting and sent to Council.

DD explained that she was upset that her email correspondence with BH regarding medical facilities and

planning was published in the Upton News without prior consultation with her.  BH outlined that he felt

Upton parishioners would like to know the situation with the progress of the medical facilities due to be

built following all of the development on Great Western and Valley Park.

NH proposed District Councillors are notified before their emails are published. Council voted against

this. BH had published his email as an individual Councillor and not on behalf of UPC. It was agreed to have a further discussion with DD & HG outside of the meeting to find a resolution.

DD & HG explained that the money is ring fenced for the medical centre but it is waiting for the ICB to

request the money to start the plan for the medical centre.

UPC expressed concern that there is still no timeline for the health centre being built and opened.

BH asked for a meeting to be arranged with the Cabinet Member for Health and Finance to discuss the

future plan for health in this area and further infrastructure.

DD & HG agreed to set up a meeting with relevant head of Councils to hear plan of medical centre and at

what stage it is at.

District Councillors and Parish Councillors agreed to continue to work together to try and resolve this

major issue.

 

 

  1. 5. Open Forum

To receive representations from members of the public if present.

(Maximum 15 minutes, 3 minutes per person)

        No members of the public present but an email request was received to print 175 copies of the new bus

timetable to be delivered in the village.

Council agreed for LM to print copies and pass for delivering.

 

  1. To hear an update from the PCC

        The following report was received:-

 

Remembrance

 

The annual service of remembrance was on 12th November with a good attendance from the village. We were pleased that a wreath was laid on behalf of the Parish Council.

 

WC and kitchen installation

 

The builders have been making very good progress and we are currently expecting the works to be completed on schedule and within budget by early December.

 

We have been fortunate in that there have been no delays or extra expense brought about by matters which were uncertain at the start of the works – primarily what might be found in the ground when excavations began. No graves were encountered, though the foundations of what appears to have been a small extension to the western end of the church were discovered. A report from the archaeologist is awaited, which will be made available to those interested in village history.

 

We are planning an official opening event on Saturday, 20 January. Full details will follow in due course.

 

Now the new facilities are close to completion we are working on plans to make the nave of the church more adaptable for a variety of uses by villagers and organisations.

 

Christmas

 

Malcolm Wright is producing a play-reading of ‘The Girl who Saved Christmas’ in the village hall on Saturday, 9th December. Proceeds will go towards the Friends of St Mary’s funds.

 

There will be regular services on 3rd and 10th December and a crib service for children and families on Christmas Eve at 4:00pm. On Christmas Day the service will be at 9:15am.

 

 

        Outcome of Village Fete

 

BS confirmed that the fete committee has agreed to donate £1000.00 to the Parish Council to be put

towards the maintenance of the play equipment at the recreation ground.

 

 

 

  1. To hear an update from a UVHAT representative on village hall operations

        Soakaway proposal for Village Hall

Council unanimously agreed to soakaway proposal from UVHAT. LM to write to UVHAT confirming that

spoil should be removed from site and ground made good after soakaway dug in. Request for ground to

be monitored for 3 years after work completed.

 

BS confirmed that quotes are being sought for the toilet repair.

Nothing else reported.

 

  1. To hear an update from the Nature Garden representative

       The following short report was received from Kieron Humphrey:-

 

There has been periodic maintenance – clearing grass, nettles, etc.

There have been a few late blooms, but largely everything has quietened down. After leaf drop we’ll prune

the fruit and hedges.

 

NH informed council that Kieron & Rob would like to build a natural Christmas tree structure, from cut

down willow, and place it in the nature garden. They will put solar lights on it.

All of council were in favour of this suggestion. NH will liase with Kieron to ensure structure is safe and

secure.

 

  1. To approve the minutes of the Parish Council meetings held on:-

UPC Meeting 6th September 2023

Personnel Committee Meeting 25th October 2023

Finance Committee Meeting 25th October 2023

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

Council unanimously approved the minutes were a true record.

 

10.  Planning

10.1 To agree / ratify the council’s response to the following consultations

10.1.1 P23/V1921/FUL Horse & Harrow, West Hagbourne

Change of use of public house to 3 & 4 bed dwellings etc.

Deadline 04.10.23

UPC did not return an opinion as had previously returned no objections

 

10.2   To note planning permissions/withdrawals received since last meeting

10.2.1 P23/V1636/S73 Land between Upton footpath & Upton byway off Hollow Way

Variation to P22/V2219/FUL planning permission received 09.09.23

10.2.2 P23/V1306/HH Upton Manor, High St, Upton

Internal & external remodelling.

Planning permission received 03.10.23

10.2.3 P23/V1540/S73 Skippets Stables, Mobile Home, Dene Hollow, Chilton

Planning permission received 20.09.23

10.2.4 P23/V1520/HH Wychwood, Newmans Close, Upton

Front & rear dormer windows & extension

Planning permission received 25.10.23

 

  1. Finance & Administration (LM)

11.1 To receive an update UPC Finances

11.1.1 Treasurers Account to 31.10.23 £20,707.02

Business Bank Instant Account to 31.10.23 £13,165.68

Total funds available as at 31.10.23 £33,872.70

11.1.2 Council to note National Salary Award has been concluded & will apply to Clerk’s & Dep Clark’s

Salary from November 2023, back dated to April 2023.

 

 

11.2 To agree the authoriser for this month’s payments.

BS confirmed that Lloyds has set LM up incorrectly on the account allowing her to set up a

payment and also be one of the authorisers of the payment. The November Scofell Invoice and the

expenses payment to G De Wilde have gone through this way.  All Council agreed to pay these two

payments and have noted that they were authorised by the Clerk through no fault of her own.

The set up of LM will be amended with Lloyds Bank.

 

11.3 To approve payments to be made noted below under the General Power of Competence and within

budgeted amounts

 

DATE Description /Payee Amount
28.09.23/ 28.10.23 Clerk & Deputy Clerk’s salary Oct*/Nov

 

 Not publicly disclosed
28.09.23/ 28.10.23 HMRC PAYE Oct 116.00* Nov TBC £116.00
28.10.23 / 28.11.23 Microsoft subscription @£4.90pm £9.80
 06.10.23  Scofell grounds maintenance Sept @ £618pm* £618.00
 12.10.23  Amazon (Paper for Clerk) £22.73
 18.10.23  RoSPA play area annual inspection £302.40
 18.10.23  Amazon (Scanner for Clerk) £132.00
 15.11.23 Scofell grounds maintenance Oct @618pm £618.00
 15.11.23 Graham De Wilde expenses £61.84
Total £1880.77

* All paid to be ratified

Receipts Description Amount
Lloyds Bank Interest Sept 2023 £12.28
Lloyds Bank Interest Oct 2023 £12.11
Total   £24.39

 

11.4 To sign off bank reconciliation to end October.

Provided in advance of the meeting & BS signed at meeting

11.5 Council to agree/ratify the following recommendations made by the Finance Committee at the

meeting held on 25th October:-

11.5.1 To ratify ToR for Finance Committee

It was agreed to amend the VAT return to annually rather than quarterly.

Unanimously agreed.

11.5.2 Council priorities to the end of the financial year:-

i. New surround for play area

Unanimously agreed. Quotes being obtained for a plastic surround.

ii. Install bollards to recreation ground car park.

5 to 1 in favour installing bollards with a chain to stop cars parking on grass. A key to

access the ground will be given to hirers of the hall if needed and for maintenance of

recreation ground.

iii. One off maintenance work for tidying recreation ground and footpaths.

BS proposed using Scofell to carry out work to remove tree stumps and rubble from side of

Recreation ground. 5 in favour I abstained. Council agreed to BH speaking with Scofell before

going ahead with quote.

BH will speak to Scofell to clarify what they intend to clear and how they will remove stumps.

 

 

11.5.3 Council priorities for the next financial year:-

i. Car park extension

ii. Recreation ground fence

These two priorities were from a previous plan and BS proposed putting these on hold until new village

survey has been completed.

Unanimously agreed.

 

11.5.4 Donations

i. Committee proposed donating £100 to Royal British Legion (BS)

Unanimously agreed.

ii. Request for donation from Home-Start has also been received since meeting

It was felt that UPC could not fund a donation this year. LM will write to Home-Start.

iii. Donation received from Uptonogood

UPC grateful for donation from Uptonogood

11.5.5 Committee ratified UPC Overtime Policy

Unanimously agreed.

11.5.6 Committee agreed the following:-

i. That the Council’s assets & liabilities are sound.

Unanimously agreed.

ii. That the Council’s Risk Management Policy is to be amended as per NT’s previous

recommendations and the format of the document is changed.

Unanimously agreed.

iii.  The Council’s insurance is adequate.

Unanimously agreed.

 

11.6 Following the issue of the draft budget to whole Council, Council to agree to proposed budget &

the proposed precept for 23/34 of £26112.00. This is an increase of 2% from £25k

Council agreed to minor amendments to the wording of the budget and to adding £500 for a

Christmas fund. Including the proposed increase of 2%, there will be a shortfall in the budget of

£3K. Rather than increase the precept further, it was agreed to use funds in the bank account to

meet this shortfall.

BS proposed 2% increase in precept. NT seconded. 4 councillors in favour, 2 against.

Parish Council will balance the shortfall from the Budget with existing funds in bank account.

This was unanimously agreed.

 

11.7 To hear / agree on any other financial or administration updates

11.7.1 To agree for LM to apply for a Debit Card

Unanimously agreed for LM to apply for a Debit Card.

 

11.8 Council to agree/ratify the following recommendations made by the personnel Committee at

the meeting held on 25th October:-

11.8.1 To ratify confirmation of LM as new Clerk

Unanimously agreed.

11.8.2 To ratify ToR for Personnel Committee

BS proposed amending ToR as per NT’s recommendation.  Unanimously agreed.

LM will amend.

11.9 To hear/agree questions for the Village Questionnaire

BH & NH agreed to draft questions for the Village Questionnaire and will put forward to the

Council for agreement.

             

  1. To hear any updates on any aspect of the recreation ground play areas

12.1 Annual RoSPA inspection October 2023

Inspection completed and swings have been repaired as per inspection. Two minor repairs

have been advised. LM contacting ARD for quote

12.2 Adventure play area

12.2.1 Replacement of surround

Awaiting quote.

12.3 Toddler play area

12.4 Pump track

12.4.1 Stinging nettles at back of pump track

Stinging nettles have now been cut back and further work will be carried out over the winter to

remove roots.

 

  1. To hear any updates on the maintenance of the recreation ground

       13.1 Maintenance activity (all Council members)

13.1.1 Update on the work carried out by Scofell

Work completed by Scofell and all looks neat and tidy.

13.1.2 Update of Blewbury Girls football team & portaloo

Since the meeting, confirmation has been received that the portaloo will be removed

and the girl’s football team will no longer use the recreation ground.

UPC agreed that if a solution can be found for a toilet and parking facility in the

future, further discussions will be arranged with the football team.

 

Meeting ended at 11.40pm

A further meeting will be held to complete the agenda.

 

Minutes of the Parish Council’s Finance Committee meeting held on Wednesday 25th October 2023

Minutes of the Parish Council’s Finance Committee meeting held in the meeting room at the

Village hall on Wednesday 25th October 2023 at 7.30pm.

In attendance:-

Councillors   Ben Shaw (BS)

Neil Thorp (NT)

David Beckles (DB)

Clerk               Liz Cooper (EC)

Dep Clerk      Lisa Morgan (LM)

 

  1. To note any apologies for absence

Apologies received from Brendon Heneghan (BH)

DB attended the meeting in place of BH.

  1. To elect a Chairman of the Finance Committee

BS was elected Chairman of this meeting.

  1. To hear any Declarations of Interest

BS declared an interest with Organised Grime.

  1. To review the of Terms of Reference

Any changes to be agreed by resolution of the Council.

The committee unanimously agreed to amend item 5.14 of the ToR to ensure that VAT is

reclaimed, at least, annually rather than quarterly, given the small amount of VAT to be

reclaimed. The date of the ToR will also be updated.

  1. To review the estimates of receipts and payments for 2023/2024

5.1 Receipts to date & to end of financial year

The Committee agreed it had no other expected income other than a small amount of

bank interest & the VAT reclaim for the year.

5.1.1 Football pitch rent from Blewbury Girls Football

It was discussed at a meeting with Blewbury Girls Football club that the club would

be prepared to make a donation towards the upkeep of the recreation ground.

The Committee agreed to advise the club of the cost of the grass cutting contract

and await Blewbury Girl’s donation offer.  LM will write to the club.

5.2 Payments to date & to end of financial year

EC explained that Scofell & Organised Grime invoices were late being received so are not

yet showing on payments.  This will all balance out by year end.

John Deere Mower Service invoice will also be received shortly.

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

Salaries will change with the Clerk leaving on 31st October 2023.

A consultancy fee to be agreed with the outgoing Clerk to train the new Clerk (Dep Clerk)

EC will propose hourly rate to be agreed by council.

  1. To establish estimates of receipts and payments for 2024/2025

6.1 Potential income

The Committee acknowledged the precept as the only income the Council could rely on.

Other income is a small amount of bank interest & potential donations from

Uptonogood & Blewbury Girls Football team.

6.2 Priority tasks / projects

Woodchippings need to be topped up next April on play area.

Propose to install bollards and a chain link fence at entrance of recreation ground to stop

cars driving on the grass.

6.2 Employee(s)

Training for new Clerk

6.3 Regular contractors

Propose keeping existing contractors to maintain the grounds and play area

RoSPA & Organised Grime.

  1. To review all banking standing orders & direct debits

7.1 SOs – Microsoft

Agreed to continue

7.2 Council to consider the reintroduction of employees salary by SO, together with monthly

payment to HMRC.

It was agreed not to set up SO for salary. LM will email BS with payslip and BS will set up

payment and send to NT for authorising.

7.2 DDs – The Council does not have any direct debits

Confirmed no Direct debits.

  1. To review other obligations

8.1 Outgoing grants:

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

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

Propose contributing up to £500 to Upton Fete & continue possible grants to Citizens

Advice and Royal British Legion.

8.2 Contractors

8.2.1 Scofell –    grounds maintenance contract

Propose getting updated quote for grounds maintenance for the coming

year together with quotes for one off jobs.

8.2.2 RoSPA –    annual & quarterly play area inspections

Propose continuing with contract.

8.2.3 Organised Collection & recycling of waste from recreation ground.

Grime –      Propose seeking new quotes in addition to quotes from Organised

Grime.

All of the above to be put to full council to agree in November UPC meeting

  1. To review the employee(s) salary & hours
  • NALC pay award for 23/24 yet to be agreed.
  • No details yet received.
  • OALC recommend budget increase of min 5% (NJC spine + c4%)
  • 10% uplift proposed to cover salary increases.
  • Current employee hours per month
  • Agreed to continue with current 5 hours per month for LM but will review early next year
  • when monthly meetings begin.
  • Overtime policy review
  • Agreed with current overtime policy of 8 hours without prior approval.

 

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

Propose moving Nature Garden money into reserve account.

Agreed to increase levels of reserves for next financial year.

  1. Capital projects.

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

Propose using any remaining budget from this year to install bollards to the recreation ground carpark. Approx £10k estimated.

11.1 New projects

No new projects

11.2 Remedial works

New surround required for play area and refill of wood chippings. Approx £4k for surround &

£3k for wood chippings

  1. Precept for 2024/2025.

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

The Committee agreed to recommend increasing the precept to £26112.00.  This will be put to full council in the November meeting.

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

Last updated July 2023s

Any changes to be agreed by resolution of the Council.

None

  1. To review physical assets and liability

No changes required.

  1. To review the adequacy of the Risk Management Policy

NT changing the format of the Risk Management Policy but no changes to the actual policy other than NT’s previous recommendations.

  1. To review the adequacy of Council Insurance cover

Agreed Council Insurance cover is adequate.

  1. Date of next meeting:- Thursday 24th October 2024 7.30pm TBC

Next meeting confirmed Thursday 24th October 2024 7.30pm.

Meeting closed at 10.15pm

 

Upton Parish Council’s Minutes of Personnel Committee Meeting held on 25th October 2023

Minutes of the Parish Council’s Personnel Committee held in the meeting room of the village hall on Wednesday 25th October 2023 at 7pm.

In attendance:

Councillors      Ben Shaw (BS)

Neil Thorp (NT)

David Beckles (DB)

Clerk                 Liz Cooper (EC)

Deputy Clerk   Lisa Morgan (LM)

 

  1. To receive apologies for absence

      Apologies received from Brendon Heneghan (BH)

DB attended the meeting in place of BH.         

  1. To note any declarations of interest related to items on this agenda

       None

  1. To agree the Terms of Reference (ToR) for the UPC Personnel Committee

       A draft document was prepared by EC.  BS will check draft and circulate the ToR  to all council to be

ratified at next UPC meeting in November.

The Chair asked EC to leave the meeting while terms of LM’s contract were discussed.

  1. To confirm all terms & conditions relating to the Deputy Clerk & her transition to Clerk

      4.1 Confirmation of the completion of the Deputy Clerk’s probation period

The completion of the Deputy Clerk’s probation period was confirmed on 4th October 2023

4.2 Confirmation of the Deputy Clerk’s appointment as Clerk with effect from 1st November 2023

LM has accepted the post of Clerk with effect from 1st November 2023.  This will be ratified at

November Parish Council meeting.

4.3 Confirmation of the new Clerk’s starting pay rate of SCP13 as of 1st November

It was agreed that LM’s starting pay rate will move up by two increments with effect from 1st

November to SCP15. One increment for taking on more responsibility and one for completing ILCA.

4.4 Confirmation of the new Clerk’s training schedule & how attainment of qualifications will affect pay

LM will begin working to complete FILCA and then CILCA on attainment of these qualifications LM’s

pay rate will move up a scale with each.

4.5 Chair to confirm when confirmation letter will be sent to new Clerk

Confirmation letter has been sent to LM and the appointment will be ratified at November UPC

Meeting.

4.6 Chair to confirm when contract terms will be updated accordingly

BS confirmed that the contract terms will be updated as at 1st November.  This will be ratified at

November UPC meeting.

4.7 To confirm the approximate date of the new Clerk’s first appraisal (anniversary of completion of

probation)

LM will have 6 monthly appraisals.  Next appraisal will be due 1st May 2024 

EC returned to the meeting and the Chair asked LM to leave the meeting while discussion took place

regarding EC staffing matters

  1. Staffing Matters

        Staffing matters agreed unanimously. 

           LM returned to meeting.

  1. To hear the date of the next meeting

     The next Personnel Committee meeting will be for the appraisal of the new Clerk or as necessary should

other matters arise.

Meeting closed at 7.30pm