Meeting of Upton Parish Council in Upton Village Hall Meeting Room, Monday 20^th March 2017 at 6.00 pm

Present:-  Mr S Fraser (Chair/SF), Miss E Cooper (Clerk/EC), Mr S Norman (SN), Ms K Marshall

(KM), Mr R Trainor (RT), Mr D Reid (DR), Mr M Brown (Upton News), Cllr Shelley, Cllr Lilly

1. Apologies for Absence

      None, although apologies for late attendance were given by SN and Cllr Lilly in advance.

2. Declarations of Interest

Members are asked to declare any personal interest and the nature of that interest which they may have in any items under consideration at this meeting.

Duncan Reid declared an interest with 7.3 of the agenda.

New Register of Members Interest Forms were signed by SF/SN/RT

2. 1 Adoption of minutes of meeting: 16^th January, 30^th January and 20^th February 2017

      The above minutes, having been previously circulated, were agreed to be a true record and were

signed by the Chair.

             3.2 Matters arising from minutes / action points from last meeting

There were no matters arising and all action points were cleared.

4. Parish Council vacancies

PC vacancies update – two names of potential candidates for new councillors were raised. RT &

SF to speak to individuals. ACTION RT / SF

5. Reports
   • District Councillor’s Report

Cllr Shelley presented the report for the District Council, which was produced but not issued to the PC prior to the meeting (copy attached).

• County Councillor’s Report

Cllr Lilly (joined the meeting at 6.30pm) and presented the report for the County Council, a brief synopsis is as follows:-

The NHS is struggling in Oxfordshire. For example 2% of the population come under ‘care of the elderly’, but this takes 50% of the budget. 700 more care workers are required over the next 2 years. 3% of the council tax is ring fenced for care of the elderly.

651 children are in care in Oxfordshire.

The southern slips for the A34 north of Abingdon have been given the go ahead. It is also widely agreed that the A34 is beyond capacity and is subject to other discussions.

In education 90% of secondary school places for September have been 1st choices. However school absenteeism is a problem.

The possibility of a reservoir at Steventon is being looked into again. Also the Steventon railway bridge (built in 1837) is subject to a de-listing application in order that it can be taken down and be replaced as part of the electrification of the train line.

Better Oxfordshire – The proposal called: ‘A new council for a Better Oxfordshire’ is available at www.betteroxfordshire.org, along with a joint statement from Council Leaders. The Secretary of State is unlikely to comment on the proposal during the ‘purdah’ period leading up to the county council elections on Thursday 4 May. Thereafter he may indicate his view of the proposal, and could invite views from local and national stakeholders before making a final decision. If successful, representatives from all six councils in Oxfordshire would be asked to work together to manage the transition to a new council. Work has already started on developing an approach that would enable the councils to work together effectively.

• PCSO’s report – emailed in advance and is detailed below:-

‘A shed break-in or ‘burglary (non-dwelling)’ was reported on Tuesday 7th and may be     connected to the increase, at this time of year, of hare coursing activity. Entry was achieved by using a scaffold pole found in the garden near the shed and power tools were stolen. I would strongly advise residents look at their security about the house and garden removing the means to force entry where possible. Otherwise Upton remains a peaceful village without the associated antisocial behaviour associated with larger communities.’

6. Public Forum

Mr M Brown attended to talk about Upton News. He also added his knowledge regarding the Defibrillator machine – see 7.2 below.

7. Matters arising (general):

•   Recreation site report from G de Wilde (email dated 28.11.16)

The report was discussed and it was agreed that the potential need for a larger car park

and the moving of the small playground should be discussed at a future meeting. It was

agreed that the suggested reseeding of areas of the rec be approved.

•    Public Defibrillator machine outside village hall – RT

The history and current situation regarding defibrillators in Upton was discussed. The

parish has one full pack and one responder. The cost of a new pack is in the region of

£1700 – 1900. RT will look in to the potential of financing and buying a one that can be

kept on or near the Village Hall subject to UVHAT’S agreement. ACTION RT

•   Use/hire of  marquee on 8 July 2017 (up on 7^th, down on 9^th)

DR excused himself from this discussion as the hirer is his wife. It was agreed that the

marquee would be loaned out for a £50 donation. The money will be passed to the Clerk

for banking.

•   Upton road and byway closures (email 9.3.17 refers)

This was briefly discussed.

•   Local Plan Pt 2 (email 9.3.17 refers)

This was briefly discussed.

•   Draft Walking & Cycling Design Guidance

This has been distributed to various cycling and walking groups for them to comment on

directly.

•   Summer Town & Parish Forum 2017 (email 8.3.17 refers)

EC read out the email regarding the above which is scheduled for Wednesday 12 July

from 6-9pm in Wantage. RT said he could possibly attend this. ACTION RT

•   GO Active Gold – Year 2 Upton (2018?)

      ACTION EC to find out a bit more about this.

• Policy for Producing the Upton News

Mr M Brown discussed how the Upton News was presently created, which is largely by

his 12 year old granddaughter Lucy with some small help from himself.  Mr Brown suggested some publication policies for Upton News, which he hoped the PC would introduce. The Councillors unanimously agreed that the PC should have no control or editorial input over Upton News and that Upton News should remain totally independent. It was agreed that the PC would continue to contribute to the printing costs of Upton news. EC raised the point that last year 6 issues were printed, but this year it was 10, next year it would be 12 more than doubling the original budget. EC will make provision in the budget. IT was suggested that Upton News could be self-financing through advertising (as per Blewbury News). All agreed with the idea of advertising and including more coverage of local people and events. It was agreed that agendas, draft minutes, final minutes and monthly general updates would continue to be sent by the Clerk to Mr Brown, either as part of the monthly update, or as and when they are available. ACTION EC

SF asked MB to pass on the PCs thanks to his granddaughter Lucy for her wonderful efforts.

Note:- The dissemination of urgent news to Upton residents will be discussed at a future  meeting. ACTION EC

• Emergency Contact for UPC (from Oxfordshire Guide to Producing Community Emergency

Plans).  RT to send updated version to EC. ACTION RT

7.11     UPC Document Storage File

The key to the storage file was located and EC will establish what this contains and bring

the accompanying documents up to date. ACTION EC

8. Business to be transacted:

8.1       UPC Cashbook

UPC financial report to 20 March 2017 (Clerk)

EC presented the reconciled UPC cashbook up to 20.3.17. Once the few final entries are made,

this will be concluded for end of year and the 2017/8 cashbook put in to use. ACTION EC

8.2       Draft Budget for 2017/8

The draft budget was largely agreed upon, with a few final amendments to be made. EC will reissue for final agreement. ACTION EC   

8.3       UPC Pension Arrangements

SN produced a letter from The Pensions Regulator stating the Staging date for UPC was 1^st

January 2017 and  the deadline for declaration is 31^st May 2017. EC confirmed that although the

PC was not obliged to contribute in to a pension due to the salary level, the Clerk still had the

option of contributing. However the PC had to make a declaration by the stated date or there

would be legal consequences. EC to consider her options and either set up a pension of opt out

on behalf of the PC. ACTION EC

8.4       Transparency Code for Smaller Parishes

Information accessed through Upton Village web site requiring updating:-

• Model Publication Scheme – EC to update. ACTION EC
• Standing Orders – minor amendments agreed, EC to issue updated version. ACTION EC
• Financial Regulations – minor amendments agreed, EC to issue updated version. ACTION EC
• Budget Estimates – replaced by cashbook. EC to ensure new & old cashbooks updated on web site. ACTION EC
• Financial Reserves – replaced by cashbook. As Budget Estimates above.
• Aims & Objectives – leave 16-17 minor amendments and updates for 2017/18. ACTION EC to send to SF
• Planning Application Procedures – updated and approved. EC to send for updating on web site. ACTION EC
• Risk Assessment – KM to update. ACTION KM
• Contracts – all agreed the PC did not have any contracts so Nil return to be entered. ACTION EC
• Asset Register –New goal posts to be added. ACTION EC
• Gifts & Donations. EC to check previous cashbooks & update, then to SN to check. ACTION EC / SN
• Risk Register – with KM to create new version. ACTION KM

8.5       UPC Councillors & Clerks training 17/18

            Allocation has been made in the budget for one course per councillor in 2017/18. EC to

provide a list of available training. ACTION EC

            Clerk’s note – OALC training to end of year provided 28.3.17.

8.6       Internal / External Audit

            EC explained that 2016/17 would be the last year for an external audit for UPC by BDO.

Future external audits are not required for a council of this size. However, an internal

audit would need to be considered for next year. SF asked that internal audit be put on a

summer agenda for discussion. ACTION EC

8.7        UPC Annual General Meeting and / or Annual Parish Meeting

It was agreed that both meetings stand, with the APM in April and the AGM in March. EC

to find out information regarding last year’s APM and send out invites. ACTION EC

9. Planning:

            9.1       P17/V0252/HH Amendment PL001

            Garage plan – deadline extended to 21.3.17. PC voted ‘no strong views’. ACTION EC

            Clerk’s note:- PC response actioned online & by post 21.3.17.

9.2       P17/V0107/FUL

Email from Sally Appleyard 10.3.17 refers. No PC action required.

9.3      Update on meeting with Mr Thornhill re land at the back of George & Dragon. SF & RT met with Mr Thornhill on site. They agreed that the meeting was very constructive, however, all elements of this area needed further discussion, including consulting with neighbours to gain agreement or otherwise, before further planning applications were made.   Action  SF to organise meeting with residents, PC , Mr Thornhill and representative from DC planning dept.       

10. For noting:

10.1     Correspondence

            A discussion regarding installing CCTV at the village hall would be referred to the next

meeting as correspondence was received too late for the agenda. ACTION EC to include

on the next agenda.

10.2     Receipts since last meeting

Bank interest – Feb 2017 29p

Mar 2017 32p

10.3    UPC Meeting Dates 2017/8

                  ACTION EC to send to all. Clerk’s note – sent out 28.3.17.

Liz Cooper, Clerk to UPC

29th March 2017

Tel:  01235 798038

Minutes of the Extraordinary Meeting of Upton Parish Council in Upton Village Hall Meeting Room, Monday 20^th February 2017 at 6.30 pm

1. Present:- Mr S Fraser (SF / Chair), Miss E Cooper (EC / Clerk), Mr S Norman (SN / Vice-Chair), Mr R Traynor (RT), Miss K Marshall (KM), Mr D Reid (DR)

2. Apologies for Absence

None.

3. Declarations of Interest

None declared.

4. Planning Application Discussion

            P17/V0252/HH

Cherry Cottage, Chilton Road, Upton.  Proposed ground and first floor extensions, together with proposed internal and external alterations.

Deadline 12 noon on 25^th February 2017

Full details can be found at:- http://www.whitehorsedc.gov.uk/java/planning/ApplicationDetails.jsp?REF=P17/V0252/HH

The council voted ‘no objections’ to this application. ACTION Clerk

4. AOB

            Matters arising that cannot wait until the next meeting.

4.1       Goal Posts

The ordering, delivery, storage and construction of the goal posts were discussed.  Delivery will be a few days for football goals and 3-4 weeks for rugby posts. EC also to add equipment to UPC insurance policy. ACTION Clerk.

5. Date of Next Upton Parish Council Meeting

Monday 20^th March 2017, 8pm in the village hall meeting room.

The meeting finished at 7.10pm.

Liz Cooper, Clerk to UPC

28th February 2017

Tel:  01235 798038

Minutes of the  Extraordinary Meeting of Upton Parish Council in Upton Village Hall Meeting Room, Monday 30^th January 2017 at 6.30 pm

1. Present:- Fraser (Chair/SF), E. Cooper (Clerk/EC), R. Traynor (RT), Duncan Reid (RD), K. Marshall (KM), S. Norman (SN)

2. Apologies for Absence

None.

3. Declarations of Interest

None declared.

3. Planning Application Discussion

            P17/V0107/FUL

Proposed outbuilding to provide for a home office/gym together with a covered car port on the site of the old pumping station near the Horse & Harrow, Upton OX11 0NB.

Deadline 12 noon on 9^th February 2017

The council agreed to issue a response of ‘No Objections’ to the planning application. ACTION

             Clerk

4. A417 & surrounds highway group

            Email from Cllr Lilly dated 25.1.17 refers. SF or DR agreed to attend the meeting on Tuesday 7^th

March at 10am.  ACTION SF to confirm

5. Date of Next Upton Parish Council Meeting

Monday 20^th March 2017, 8pm in the village hall meeting room.

The meeting concluded at 7pm.

Liz Cooper, Clerk to UPC

31^st January 2017

Tel:  01235 798038

Minutes of the Meeting of Upton Parish Council in Upton Village Hall Meeting Room, Monday 16^th January 2017 at 8.00 pm

Present: Mr S Fraser (Chair/SF), Miss E Cooper (Clerk/EC), Mr S Norman (SN), Ms K Marshall (KM), Cllr Shelley

1. Apologies for Absence

            Duncan Reid (in advance). Mr Traynor was not present at the meeting.

2. Declarations of Interest

None declared.

3. 3.1 Adoption of minutes of meeting: 28^th November & 5^th December 2016

The above minutes, having been previously circulated, were agreed to be a true record and were signed by the Chair.

             3.2 Matters arising / action points from last meeting

There were no matters arising. All action points were cleared apart from the following:-

Min no.4 from 28.11.16. RT agreed to approach someone who expressed an interest in joining the council and would report back at the next meeting. ACTION c/fwd for RT next meeting

Min no.4 from 28.11.16. Roles and Responsibilities of Parish Councillors would need to be revised due to the change in councillors. Clerk to action.

Min no.7.1 from 28.11.16.  EC awaiting pro-forma invoice for goal posts.  EC to make payment & to formalise the order once pro-forma invoice received.

Min no.7.1 from 28.11.16.  It was also suggested that nets could be rented out as an income

for  UVHAT (in addition to the marque). ACTION c/fwd for DR to investigate.

4. Parish Council vacancies

PC vacancies update – co-opt new councillor. ACTION RT at next meeting

5. Reports
   • County Councillor’s Report (distributed prior to meeting)
   • District Councillor’s Report (Cllr Shelley presented at meeting). Of

particular note:-

–     pre planning advice will be available online from the end of January 2017

–     small grants of £500 – £1000 may be available for community activities such as festivals or

community sport and should be applied for

–     future objections to planning applications should have  Cllr Shelley copied in.

5.3      PCSO’s report – none submitted

6. Public Forum

            No members of the public were in attendance.

7. Matters arising (general):

• Garage roof repair – update (RT)

In RTs absence, EC said that she had spoken to D Warren who had carried out the garage roof repairs. First of all Mr Warren has been paid for his work. Secondly EC asked him about his prognosis on the general state of repair of the rest of the garage roof. Mr Warren indicated that attention would need to be paid to the fascia’s in the summer (triple coating?), which may give an extended life of another ten years.  Also, that the foliage around the sides of the garage needs to be kept back to avoid it affecting the building. EC stated that this work would need to be considered in the next budget.   ACTION EC re budget & update RT

8. Business to be transacted:

8.1       Finance

– A UPC financial report to end of December 2016 was given by the Clerk and accepted by the meeting.

– A proposal to move £4500 from current to savings account was made by the Clerk. SF tested the transfer of money from one account to the other within the meeting (1p was moved from the current to the savings account and back again). The meeting therefore agreed for the transfer to take place. ACTION EC (Clerk’s note – transfer actioned 19.1.17)

8.2       Agreement of precept for 2017 – this was agreed by the meeting in the sum of £8925. ACTION EC to submit form (Clerk’s note – form submitted 17.1.17).

• Budget Setting for 2017

EC stated that she would be working on a draft budget for 2017/18 and was also attending a ‘Planning for Year End Audit’ course on 18.1.17.

9. Planning:

            There were no new planning applications.

• P16/V1903/FUL, P14/V2550/FUL – for development work at the following location: The Gate House Reading Road Upton. Granted 15.12.16.
• P16/V2788/HH – for two storey rear extension at 3 Beeching Close, Upton. Planning permissions granted 1.12.16.
• P16/V2876/FULL – erection of stable block etc near Horse & Harrow, Upton. Granted 10.1.17.

10. For noting:

10.1     Correspondence

10.1.1 Use of hog roast on village hall site (8.4.17) – email from Andrew Clark 3.1.17.

EC to respond ensuring that:- any cooking takes place outside the village hall; any contractor has public liability insurance; users are reminded that it is a public area. ACTION EC

10.2      High Sheriff Award 2016/17 – UPC’s nomination was reviewed and was not successful.

• Receipts since last meeting

Bank interest –      Dec 2016 15p

Jan 2017 16p

11. Date of next meeting:

            Monday 20^th March, 8pm in the village hall.

Liz Cooper, Clerk to UPC

20th January 2017, Tel:  01235 798038

UPTON PARISH COUNCIL

 Extraordinary Meeting of Upton Parish Council in Upton Village Hall Meeting Room, Monday 5^th November 2016 at 7.00 pm

PRESENT:  Mr S Fraser (Chair/SF), Mr S Norman (SN), Mr D Reid (DR), Ms K Marshall,

Miss E Cooper (Clerk/EC)

1. Apologies for Absence

            Mr Traynor was not present at the meeting.

2. Declarations of Interest

Members are asked to declare any personal interest and the nature of that interest which they may have in any items under consideration at this meeting. None declared.

3. Planning Application P16/V2876/FULL

Erection of stable block, hay store and tack room on the site of the old pumping station near the Horse & Harrow, Upton OX11 0NB.

Deadline 12.12.16

The council agreed that they had no objections to this planning application.

ACTION EC to return paperwork accordingly.

4. New Goal Posts

EC requested a copy of the new quote for £3799.91 (inc VAT & delivery). ACTION SF to provide copy of quote.

The council agreed to proceed with the purchase at this price.

The question of marking out the field was raised. Although the council has access to a white line machine, it did not want to take responsibility for this. It would be available to others if they wanted to use the pitch with white lines.

 

6. Planning Application P16/V1903/FUL Gate House, Upton

SN agreed to attend a planning meeting on 12^th December (6.30pm Wantage Civic Hall) to further express UPCs opposition to the granting of planning permission. ACTION SN

5. Date of Next Upton Parish Council Meeting

Monday 16^th January 2017, 8pm in the village hall.

The meeting concluded at 8pm.

Liz Cooper, Clerk to UPC

7st December 2016

Tel:  01235 798038

UPTON PARISH COUNCIL

Minutes of the Meeting of Upton Parish Council in Upton Village Hall, Monday 28^th November 2016 at 8.00 pm

PRESENT:  Mr S Fraser (Chair/SF), Mr S Norman (SN), Mr R Traynor (RT), Mr D Reid (DR), Miss E Cooper (Clerk/EC), Cllr J Shelley, Cllr S Lilly, Cllr R Waite

1. Apologies for Absence: Ms K Marshall
   

2. Declarations of Interest

Members are asked to declare any personal interest and the nature of that interest which they may have in any items under consideration at this meeting.  RT declared an interest under the planning application of 3 Beeching Close as he knows the owners very well. He would not therefore take part in that discussion.

3. Adoption of minutes of meeting(s): the minutes of the UPC meeting of 19^th September, having been previously circulated, were agreed to be a true record and were signed by the Chair. There were no matters arising and all action points were cleared.

4. Parish Council Vacancies

Mr D Reid completed the Declaration of Acceptance of Office and Declaration of Interest following his being co-opted to the council at September’s meeting.

As a vacancy still exists, the advert will remain on the noticeboard. RT agreed to approach someone who expressed an interest in joining the council and would report back at the next meeting. ACTION RT

                Roles and Responsibilities of Parish Councillors would need to be revised due to the change in councillors. ACTION Clerk

5. Reports: The District Notes for Parish Councillors from Cllrs J Shelley and R Waite was circulated prior to the meeting and presented by the Cllrs at the meeting. These notes are included with these minutes. UPC wished to express it’s continued objection to the building of the new Gate House in Upton on it’s current position.

Cllr Lilley also attended the meeting and gave a verbal update covering the following topics:-

Highways

–       The new Chilton slip roads are complete and open.

–       There is a plan to create a Harwell relief road from near the Kingswell to the Didcot Road

with roundabouts at each end. This will be a 12 – 14 month programme.

–       Traffic using road in to Upton from Chilton – there is a plan to change the road signs to

direct traffic to use new roundabout.

–       A34 – this is a Highways England Road and unfortunately suffers from a significant number

of incidents. It is acknowledged that action needs to be taken now on a new ten year

development plan. Please see A34 Action Group on Facebook for further information on

future developments. There are other road and train infrastructure proposals throughout

the county & bordering counties, including an Oxford to Cambridge train link.

• Gritters – when deployed gritting lorries cover 1500 miles of road each night.

Children in Care

There are currently 561 children in public care in Oxfordshire, including a small allocation of children from Syria and ‘unaccompanied’ children. Social Services and emergency foster carers are doing an excellent job in dealing with all these children.

Crime

Rural crime is down by 12%, although other types of crime (personal assault, sexual crime) are up. The multi-agency safeguard hub (M.A.S.H) is working well to deal with these types of incident. The Thames Valley helicopter is under tremendous financial pressure and is in danger of being withdrawn.

Stream Road, Upton

SF will email Cllr Lilly with the continuing problems with this road.

6. Public Forum: No comments from members of the public.
   

7. Matters arising:

7.1 Replacement of goal posts on recreation ground:  SF to speak to Dr Lott regarding

proceeding with the purchase of the new goal posts, which was agreed at the previous meeting. However, it has since been realised that the price is higher than previously thought and this will be discussed at an extraordinary meeting on 5^th December. EC requested sight of quotes before proceeding. It was also suggested that nets could be rented out as an income for UVHAT in addition to the marque). ACTION DR to investigate. It was noted that delivery of the goal posts is 3-4 weeks and that assembly will be required. EC pointed out that this probably meant delivery would be made in January if ordered in early December. ACTION SF

7.2 Communication of PC business through Upton Newsletter & web site – EC queried the requirements of both of these, together with deadlines for information. Subsequent to the meeting, a meeting has been organised with Mike Brown (Upton News) on Tuesday 6^th December to discuss.

7.3 Repairs/Replacement of Garage Roof – RT to contact the selected roofing company to confirm quote is still valid and authorise work to go ahead as a matter of urgency. RT to send copy of quote to EC. ACTION RT

7.4 Pump Track – Dr Lott of Uptonogood has been requested to look at possible resurfacing solutions for the Pump Track to help maintain its longevity. To be followed up in spring 2017.

8. Business to be transacted:
   • Financial Report to end of October 2016: EC presented the current status.

EC also suggested the following actions:- 1. that the dormant account (01330548) be closed as it was not in use and had a zero balance. All agreed. EC to devise a letter to Lloyds bank . ACTION Clerk (Clerk’s note: letter left with Lloyds Bank 6.12.16. 2. That a to be agreed amount was moved from the current account to the savings account, as the balance in the current account was far greater than that in the savings account. EC to propose the amount of the transfer. For online transfer by SN. ACTION EC/SF/SN

• A cheque for £71.56 was signed to cover grounds maintenance expenses for G DeWilde. Clerk’s note – cheque handed to Mr DeWilde 30.11.16.
• A cheque for £54.17 was signed to cover the clerk’s expenses between 1.9.16 and 28.11.16.
• EC presented a letter from VoWHDC regarding the precept for 2017/18. As the deadline for a response is 13.1.17 and this is before the next UPC meeting, SF agreed to take the letter away and circulate it by email for consideration. ACTION SF
• EC had a notification from HMRC stating that the PC owed £104 for September. SN confirmed he had covered this off by issuing a nil return for the month of September
  

9. Planning:

• P16/V0553/FUL, Land adjacent and rear of the George and Dragon Reading Road Upton: provision for Travellers site, amendment from three to two sites. Planning permission refused 4.11.16.
• P16/V1916/O, Methodist Chapel & Land, Upton redevelopment – planning permission granted.
• P16/V1903/FUL, P14/V2550/FUL – for the building of The Gate House, Reading Road, Upton, Didcot. PC objected because building was being erected some 5 meters from the approved position and plans were incorrect. PC objections & move to refuse planning permission all registered. New District Council meeting called for 12.12.16 in Wantage with move to GRANT permission.
• P16/V2788/HH, two storey extension at 3 Beeching Close, Upton. Plans circulated prior to meeting. RT excused himself from the room while this was discussed and the decision made. Deadline 29.11.16. UPC moved to approve plans. Clerk’s note: Registered on Planning section of council web site on 29.11.16. Confirmation in post same day.
  

10. Correspondence:

10.1 Email from Karen Spackman 6.11.16 (Hunter’s Moon, Prospect Road, Upton), regarding

traffic on A417 & the use of the recreation ground for unsanctioned professional dog

training. ACTION Clerk to email Karen & ACTION SF offered to speak to the person

concerned. All agreed that if there was dog mess or food used in training left on the rec

then this should be addressed, however there was no evidence. Also any ‘informal

training’ should take place away from the village hall, especially when it is being used.

10.2 Email from Sarah Gough re. offer to pay a £50 contribution to the pony seesaw that her son

and the child’s grandfather broke. ACTION Clerk to email response regarding contribution &

repair of seesaw.

10.3 Email request for advice from Doug Struthers (11.10.16) regarding application for traveller’s

site in Stadhampton. ACTION EC to reply.

10.4 The new film club – can the PC help in any way to cover costs? Rob is organising the logistics

of running the first one and noted that this item came from the Parish Plan. All agreed that

the PC would cover any losses for the first screening of the film club.

10.5 High Sheriff Award 2016/17 – deadline for nominations is Wednesday 11th January 2017.

PC made a suggestion for a resident to be nominated. ACTION Clerk

10.6 Receipts since last meeting

• Precept 7.9.16 £4250
• Bank interest, Sept 16p, Oct 16p
• VAT repay £121.62
  

The meeting concluded at10.00pm.

The date of the next UPC meeting is Monday, 16^th January 2017 at 8pm.

Liz Cooper, Clerk

Tel:  01235 798038

7^th December 2016

Appendix A – Schedule of payments

 

Description	Amount £
Clerks Salary – Sept, Oct, Nov  (@£185.98pm)	557.94
Clerks expenses (1 Sept – 28 Nov)	54.17
Upton Mowing Group expenses	71.56
Purchase of goalposts for rec ground (inc VAT)	3799.91
Garage roof quotations (estimate only, ex VAT) – tbc	1320.00
TOTAL	£5803.64

UPTON PARISH COUNCIL

 

Minutes of the Meeting of Upton Parish Council in Upton Village Hall, Monday 18^th July 2016 at 8.00 pm

PRESENT:  Mr S Fraser (Chair), Dr R Lott, Mr S Norman, Mr R Traynor, Ms K Marshall,  Mrs A Hoy (Clerk), Cllr S Lilly, Cllr R Waite, PCSO K Jennings and 2 members of the public, plus Hannah Smart from architects West Waddy

1. Apologies for Absence: Cllr J Shelley

2. Declarations of Interest

Members are asked to declare any personal interest and the nature of that interest which they may have in any items under consideration at this meeting.  None recorded

3. Adoption of minutes of meeting(s): the minutes of the extraordinary meeting of 4^th May, Annual General Meeting on 16^th May and extraordinary meeting of 27^th June, having been previously circulated, were agreed to be a true record and were signed by the Chairman

4. Reports: Cllr Lilly reported that the number of unaccompanied children being cared for by the County had risen from 55 to 100, for whom the County Council had responsibility up to the age of 25 years. There were also approximately 600 neglected or abused children in the care of the County for whom they had a legal obligation.

He noted that a modified 94-bus service had been retained for a further year, after which it would be reviewed and if financially viable, would continue.  There was a new 32A service running from Wantage to Abingdon.  During the eight-week period when Blenheim Hill in Harwell would be closed to allow Taylor Wimpey to install a new drain, being subsidised by the developer, an extra 32S service would go from Harwell to Didcot avoiding Blenheim Hill, running every 15 minutes. Final land acquisitions for the Harwell relief road were being made, with all land owners now consenting to part with the land required and the work was out to tender; it was hoped work would start before Christmas, lasting for 12 months. Not so positive was the situation on Featherbed Lane, where CPOs were still being pursued with non-cooperative owners.  The Chilton slips were being further delayed due to the intervention by the RSPB who had reported a rare bird nesting in adjoining trees; opening was likely to be in September.  He also advised that additional railway tracks were required between Didcot and Oxford, which was currently overcrowded.

Cllr Lilly commented on the letter from Upton regarding average speed through the village, and had spoken to the Traffic Division to ask for speed monitoring, as a result of which 15 people had been stopped in June; he had requested more patrols.  He had also spoken to the school bus authorities and had been assured that the morning bus would still come down Chilton road and that an extra stop may be possible on the Chilton side of the A417.  Cllr Waite asked whether it would be possible to install chicanes similar to those in place in Long Wittenham, but discussion show these were only partially effective.  However, Cllr Lilly stated he wanted a second chicane in Chilton Road, as had been requested by the PC originally; however, there was no money available at present.

Cllr Waite had sent a report, which had been circulated.  Both he and Cllr Shelley were aware of the enforcement notices on The Gate House on London Road (VE16/S19 and VE16/325), about which the owner of the adjoining property had made a strenuous objection as it was being erected 5m nearer his house than agreed.  Target dates were 11 August and 22 September.  He also mentioned a new application that had just been received, not yet circulated to the PC.   He advised that community grants were available from the Vale, but applications would be closing 29^th July.  Cllr Waite also mentioned a current problem with the green recycling bins being contaminated with non-recyclables such as nappies, and food waste, as well as fly-tipping, and requested the PC to notify them if any occurrences were observed.

Mr Fraser thanked both Councillors for their reports; he added that Upton Parish Council echoed Harwell PC’s recent comments on the deplorable waste of taxpayers’ money being spent on different consultations to determine the future shape of local government in Oxfordshire.  Both Councillors were in agreement.

PCSO Keith Jennings reported that there was very little reported crime in Upton.  On the question of the high speed of traffic through the village, he promised to try and borrow a SID (speed indicator device) to check speeds.

6. Public Forum: War memorial on Methodist Church site – Hannah Smart from West Waddy attended the meeting and explained the plans to the PC and two former churchgoers. Ms Smart explained that they had taken advice from the Highways Officer about the existing access, which he did not like because the existing fence blocked the view.  In his opinion it would be safer and give better visibility if moved around the corner.  The design for two 2/3 bed dormer bungalows incorporated enough space between them to allow vehicles to turn inside the perimeter for added safety.  Tree root spread was shown on the diagram; West Waddy’s original proposal had been for a community garden on the space covered by the three existing trees, so the PC’s idea of a memorial garden was a happy coincidence.  The intention was for the three trees and associated land to pass into the control of the PC, although their arboriculturalist would first inspect their condition and carry out any remedial work, after which the PC would be responsible for the maintenance of the trees.  Mr Fraser requested sight of the report on the trees.  The memorial garden itself would incorporate the marble plaques from inside the chapel (to be held in safe keeping during demolition/rebuilding), with added benches for visitors.  Mr Fraser queried the choice of dormers on the plans; Ms Smart advised that nearby properties all had dormers and the new buildings were planned to be below existing ridgelines.  It was agreed that adding dormers to existing local bungalows was a regular event, so it would make sense to incorporate them in the plans.  There should also be a restriction or covenant on the community land shown on the application for outline planning permission.  Ms Smart and the public left the meeting.

7. Matters arising:

Parish Council Meeting on May 16 (AGM):

1. Parish Council vacancy: no applications received, repeat in next Upton News
2. Prospect Road – some potholes filled, remainder marked up: keep reporting to FixMyStreet website.                                                                                                          All
3. Letter to Stewart Lilly on vehicle speeds on A417 (circulated): PCSO Jennings to follow up.
4. Downland Transport Campaign Group – update: new timetables had been published and in addition there were notices from the Group on bus stops.
5. Queen’s 90^th birthday celebration: expenses – none of the cake-makers wished to have expenses reimbursed so after discussion it was suggested that the Lightfoots should be asked if a contribution to St Mary’s would be acceptable. Also personal letters of thanks to be written by the Clerk to all those involved.                                               Clerk

8. Business to be transacted:.
9. Financial Report to end of June and Budget 2016/17: Mr Norman presented a budget for 2016/17 that after discussion and slight amendment was adopted.  Mr Norman to circulate amended figures.                                                                                               SN
10. Clerk resignation – vacancy advertised in Upton News/noticeboard: one application received so far. At the end of July a decision would be made when/who to interview.
11. Chairmanship course – Mr Fraser had been unable to attend July course due to family commitment, OALC advised amount would be credited to PC against future courses.
12. Replacement of goal posts on recreation ground: Dr Lott reiterated information previously gathered on costs but agreed to do more research.  So far potential costs would appear to be in region of £2.5k for the combination football/rugby posts, and galvanized steel (small) goal posts approximately £170.  Costs would be covered by a donation from Uptonogood?                                                                                       RL
13. Leaking garage roof – quotes for repair: Dr Lott advised that instead of felt, the roof could also be covered in fiberglass although this might be more expensive. Three quotes were being obtained.  However, the more urgent need was to remove vegetation around the garage, which was causing damp problems; Mr Traynor to organize a volunteer day.                                                                                                                                       RT
14. Resurfacing of Pump Track – Dr Lott researching solutions RL
15. Marquee hire – returnable security deposit of £200 to be asked for any new requests, and donations invited to cover maintenance costs. Hirers need to be aware that a minimum of 7 people is required to erect the marquee.
16. Roles and Responsibilities of Parish Councillors: the list remained unchanged.  Clerk agreed to look after Communications until her departure or a new Councillor recruited.

9. For noting:                       

Planning:

• P16/V0553/FUL, Land adjacent and rear of the George and Dragon Reading Road Upton: provision for Travellers site, amendment from three to two sites; decision postponed, now due in September.
• P16/V1646/FUL – Dean Hollow Chilton: change of use from agricultural to equestrian (circulated).  After discussion, it was unanimously agreed that there were no objections but the following comments should be added to the PC’s response to the Vale:  that the approach road which was already in a poor condition should be made good before any alterations took place, and that should the business cease, the mobile home should be removed as stated in the plans.
• P14/V2550/FUL – Email from owner of Upton Lodge Cottage reporting breach of planning approval at adjoining property; enforcement officer advised. Mr Fraser in communication with owner of Upton Lodge who was extremely concerned at this flagrant breach of the terms of the planning permission. Clerk to ask Cllr Shelley (also head of Planning) to oversee the enforcement procedure, which could include demolishing the new build and re-erecting it in the correct place as described in the approved plans.                                                                                                            Clerk
  

Correspondence

• Came & Co (insurance brokers) – letter advising change of name to Stackhouse Poland and Company number.
• Change of Editor at Upton News – Brian Rippon advised Lucy Ross taking over.
• OALC AGM – Clerk attended (report circulated).
• Email on Consultation on Culham Science Park being used a location for testing driverless vehicles on 12^th July (circulated)
• Application for Clerk’s vacancy – Miss E Cooper
  

Receipts since last meeting

• Bank interest, May 14p, Jun 16p
  

Angela Hoy, Clerk

Tel:  01235 851726

24^th July 2016

Appendix A – Schedule of payments

Description	Amount
Parish Plan, Design & Print (Mr R Traynor)	129.00
Clerk’s salary May/Jun @ 149.60	309.20
Public Works Loan	412.91
Churn Benefice – printing Upton News Mar 2015/2016	100.00
TOTAL	£951.11

 

 

Minutes of the  Meeting of Upton Parish Council in Upton Village Hall, Monday 19^th September 2016 at 8.00 pm

PRESENT:  Mr S Fraser (Chair), Mr S Norman, Mr R Traynor, Ms K Marshall, Miss E Cooper (New Clerk), Mrs A Hoy (Outgoing Clerk)

1. Apologies for Absence: Dr R Lott, Cllr J Shelley, Cllr S Lilly, Cllr R Waite, PCSO K Jennings  (all notified in advance)

2. Declarations of Interest

Members are asked to declare any personal interest and the nature of that interest which they may have in any items under consideration at this meeting.  None recorded.

3. Adoption of minutes of meeting(s): the minutes of the UPC meeting of 18^th July and the extraordinary meeting of 9^th August, having been previously circulated, were agreed to be a true record and were signed by the Chair.

4. Parish Council Vacancies

Dr Robert Lott has resigned his post on the council owing to other commitments. The Parish Council would like to thank Dr Lott for all his hard work, enthusiasm, dedication and leadership whilst on Upton Parish Council and wish him the best of success going forward.

Mr S Norman agreed to stand as vice chair, was proposed by Mr R Traynor and seconded by Ms K Marshall. Mr Norman therefore becomes the UPC vice chairman with immediate effect.

Mr D Reid who was attending the meeting, agreed to be co-opted to the council to fill one vacancy. This will take effect from November’s meeting.

It was agreed that a further advertisement for the remaining vacancy would need to be posted on the notice board and Upton Bulletin. ACTION Clerk

                It was noted that for the next meeting Roles and Responsibilities of Parish Councillors would need to be revised due to the change in councillors. ACTION Clerk

5. Reports: The District Notes for Parish Councillors from Cllrs J Shelley and R Waite was circulated prior to the meeting. The contents of the notes were read to the meeting by the chair. All were reminded about the VoWHDC Chairman’s Charity Dinner on 30^th September if anyone wanted to attend. Also if there were any nominations for the Chairman’s Community Awards? ACTION all

6. Public Forum: No comments from members of the public.

7. Matters arising:

1. Appointment of new Clerk & Responsible Finance Officer

The new clerk was formally welcomed to the meeting and her new role. SF will forward to EC the contract of employment.  ACTION SF

1. Prospect Road – some potholes filled, remainder marked up: keep reporting to FixMyStreet website.
2. Leaking garage roof – two quotes were received; one for c£600 which has since been rescinded, and one for c£1320. RT will obtain a second quote for comparison. It was also agreed the fixing of the roof was now urgent, especially in light of recent adverse wet weather.  AH mentioned the possibility of a grant for the roof replacement & also agreed to speak to a third person regarding its repair. ACTION RT / AH
3. Resurfacing Pump Track – SF to speak to Dr Lott re progress. ACTION SF
4. Replacement of goal posts on recreation ground: SF to speak to Dr Lott regarding proceeding with the purchase of the new goal posts, which was agreed at the meeting. Costs already highlighted as in the region of £2500. SF to find out if this includes delivery and installation. It was agreed that signage of some sort was needed to ward off misuse of the goal posts. SN to suggest wording for this. EC suggested this was also covered off when notice of the new installation was published in the Upton News. ACTION SF / SN

8. Business to be transacted:
9. Financial Report to end of August 2016: Mr Norman presented the current status.
10. Lloyds Bank standing orders: Two were presented for signature, one for the final payment of tax in respect of Mrs Hoy and one to commence salary payment for Miss Cooper. Clerk’s note: handed to Lloyds Bank 20.09.16
11. Actions arising from inspection of play areas report from ROSPA. The report was previously circulated and SF read through the comments at the meeting. SF and RT agreed to check the recommendations made and make good where possible.

9. For noting:                     

Planning:

• P16/V0553/FUL, Land adjacent and rear of the George and Dragon Reading Road Upton: provision for Travellers site, amendment from three to two sites; decision was due in June, awaiting response from the Vale, no date given.
• P16/V1646/FUL, Dean Hollow Chilton: change of use from agricultural to equestrian (race horse hospital). Approved.
• P16/V1903/FUL, P14/V2550/FUL – for development work at the following location: The Gate House, Reading Road, Upton, Didcot. PC objected because building was being erected some 5 meters from the approved position and plans were incorrect. PC comments sent to Vale. Target decision date 19^th Individual UPC members all voted to reject, for the following reasons:-
  • The building has already been rejected in its current position, which has not followed the original approved plan.
  • The building is out of scale, far too close to an existing property and shows an increased footprint from the original approved plan.
  • Site lines from property in to Upton Lodge Cottage are much shorter than the required 21 meters and one site line is missing from the plan.
  • The property as now proposed is a blight on the existing Upton Lodge Cottage.

 

Correspondence

• ROSPA report – see 8c above
• DVLA – tractor licence renewed, no fee payable
• Letter from Lloyds Bank explaining clerk’s salary duplication
• OCC – Comet Transport Service, poster on notice board
• Letter to Cllr S Lilly from Prof Gutfreunde re Chilton Road (circulated)

 

Receipts since last meeting

• Bank interest, May 14p, Jun 16p

Outgoing Clerk

SF expressed his thanks and that of the council for Angela’s three and a half years’ service as clerk and wished her the very best for the future.

The meeting concluded at 9.40pm.

The date of the next UPC meeting is Monday, 28^th November at 8pm.

Liz Cooper, Clerk

Tel:  01235 798038

20^th September 2016

Appendix A – Schedule of payments

 

Description	Amount
Hire of hall Q3 (two invoices £30 / £48) – with SN to action online	78.00
Clerk’s salary Aug/Sept (£149.60 / £185.98)	335.58
ROSPA Playsafety limited annual inspection	201.60
Purchase of goal posts	2500.00
BDO LLP Review of annual return to March 2016	120.00
AH final expenses	12.53
TOTAL	£3247.71

 

 

UPTON PARISH COUNCIL

Minutes of the Extraordinary Meeting of Upton Parish Council in Upton Village Hall Meeting Room, Tuesday 9^th August 2016 at 8.00 pm

PRESENT:  Mr S Fraser (Chairman), Dr R Lott, Mr S Norman, Mr R Traynor, Mrs A Hoy (Clerk)

1. Apologies for Absence: Ms K Marshall

2. Declarations of Interest

Members are asked to declare any personal interest and the nature of that interest which they may have in any items under consideration at this meeting.  None recorded.

3. Public Forum – None
   

4. Planning Application:
   

            P16/V1903/FUL, for development work at the following location: The Gate House Reading Road Upton DIDCOT; Amendment to application reference P15/V1772/FUL.  The applicant’s architect had stated that a revised application had been made to reconcile the building under construction with the approved planning permission, which included removal of windows on the side of the house facing Upton Lodge.  The building in question was being constructed some 5 metres closer to the boundary than that for which permission had been granted, In almost the exact position of a previous application that had been rejected by the planning department.  The PC considered this was a gross abuse of the planning system and that the building should not be allowed to be completed in its present location.  It was also noticed that the current plans were inaccurate, as they did not show a recent extension to Upton Lodge, meaning the new building was even closer than previously thought.  After discussion, it was unanimously AGREED to object to the application for the following reasons:  the plans were incorrect and did not show the correct size of Upton Lodge in relation to the current build; the position of the new building is different from that shown on any of the plans, being some 5 metres further to the North and similar to the position that was originally refused permission; the building is extremely overbearing and will have a detrimental effect on Upton Lodge. The PC recommended strongly that the building be taken down and moved back to the originally approved location; closing off a few windows would not be sufficient to ameliorate the concern of the owner of Upton Lodge.  Clerk to advise the Vale.                                                                              Clerk           

            P16/V1916/O, for development work at the following location: Land of Upton Methodist Church Station Road Upton; Outline planning application, with all matters reserved except that of access, for the demolition of the existing Upton Methodist Church, and erection of 2 residential dwellings, with associated car parking, amenity space, and access; provision of Community War Memorial:  It was noted that the nearest neighbours had asked to see the plans out of concern for the position of the proposed houses and any effect it might have on them but found the plans acceptable. Dr Lott commented that he could not understand the reasons for moving the access from Station Road to Fieldside and considered the new location posed more of a risk than the existing one, which had worked perfectly well for over 50 years.  The architects West Waddy had reported that the Traffic Officer had claimed it was safer but his report did not appear to be with the plans. However, the PC considered that the information on page 24 of the Design and Access statement did not make a strong enough argument to demonstrate a need to change the entrance position.  Keeping the access as it was would not have any detrimental effect on the proposed houses.  After further discussion, it was unanimously AGREED to object to the access shown on the plans but the PC were in support of the remainder of the application; all the Councillors had lived in Upton for many years and were familiar with the topography of the roads and considered the existing access to be the safest option, requiring only a minor alteration to the existing fence.  Clerk to advise the Vale.                                                                          Clerk

5. Replacement of goal posts on Recreation Ground – Having been previously discussed, and suggested in the new Parish Plan, it was unanimously AGREED that Dr Lott should go ahead and purchase a set of combined Football/Rugby posts on wheels and a smaller set of stainless steel goal posts to replace the existing dilapidated ones at an approximate cost of £2,500 plus delivery. This amount appeared in the budget as a reserve for the recreation ground and would be covered by a donation from Uptonogood?                          RL
   

6. Amendment to Standing Orders at Lloyds Bank – the Clerk had noticed a duplication of the standing order for her salary for the past two months and had notified Lloyds Bank. Cancellation forms were completed and the Clerk instructed to take these to the bank with a letter of complaint about the error.  POST MEETING NOTE:  The bank had taken remedial action by cancelling the duplicate order and reimbursing the PC with the overpayment.                                                                                                   Clerk
   

7. OALC Training courses – it was agreed that the new Clerk should undertake two training courses in September, Roles and Responsibilities for Clerks and Councillors, and a new course on Finance. Clerk to confirm booking.

 

Appendix A – Schedule of payments

Description	Amount
OALC training courses (2, only one to pay)	£78.00
TOTAL	£78.00

 

 

Angela Hoy, Clerk

Tel:  01235 851726

10 August 2016

 

UPTON PARISH COUNCIL

Minutes of the Extraordinary Meeting of Upton Parish Council

Upton Village Hall, Monday 27^th June 2016 at 8.00 pm

PRESENT:  Mr S Fraser (Chairman), Dr R Lott, Mr S Norman, Mr R Traynor, Ms K Marshall,  Mrs A Hoy (Clerk)

1. Apologies for Absence: None

2. Declarations of Interest

Members are asked to declare any personal interest and the nature of that interest which they may have in any items under consideration at this meeting.  None recorded.

3. Public Forum – None

4. Planning Applications:

            P16/V1407/HH (Householder) White Cottage Fieldside Upton Didcot OX11 9HY 
Proposal: Side and rear extensions and internal reconfiguration.  After discussion PC agreed to advise the Vale there were no objections, but it was suggested that lowering the oil tank would make it less visible to the neighbour; and to ensure that HETAS regulations were complied with when installing.  Clerk to advise Vale.                                                            Clerk

P16/V1469/LB (Listed Building Consent):
 Old Stream Cottage Stream Road  Upton Didcot OX11 9JD Proposal: Replace 8 non-historic wood-frame  single-glazed windows with location- appropriate wood-framed double-glazed windows.  No objections.  Clerk to advise Vale.                    Clerk

P16/V0553/FUL Land Adjacent and to rear of George & Dragon; amendment to original application reducing number of pitches from 3 to 2.  Original objection resubmitted online.  Ratification of decision taken between meetings to resubmit earlier comments relating to the original application.

5. Methodist Chapel – letter to Mary Hancock at the Methodist Church suggesting part of area to be reserved for a war memorial. Subsequent telephone conversation with their advisors West Waddy endorsing this suggestion, and advising that a proposal would be sent to the PC before the next meeting.

6. Traffic Calming measures on A417 – Cllr Lilly had advised it was not possible to install a pedestrian crossing to Chilton Road because average speed of vehicles on the A417 had been recorded at 43mph, despite the 30mph limit and signs to this effect. It was agreed that the Clerk should draft a letter to Cllr Lilly asking him how a reduction in the average speed could be achieved so that a crossing of some kind could be safely installed.  The PC was also waiting for news on whether the school bus could stop on the Chilton side of the A417 to pick up children, Clerk to enquire.                                 Clerk

7. Replacement of goal posts on Recreation Ground – It was noted that the existing goals were dilapidated and needed to be replaced. It was agreed that this would be popular with the youth of the village.  Dr Lott had investigated replacements that would cost in the region of £1-2,000. He agreed to do more research and bring a proposal to the next meeting.     RL

Appendix A – Schedule of payments

 

Description	Amount
Graham de Wilde – ground maintenance expenses	£219.85
Complete Weed Control	336.00
OALC Chairman’s Training Course	78.00
TOTAL	£633.85

 

 

Angela Hoy, Clerk

Tel:  01235 851726

29 June 2016