UPTON PARISH COUNCIL

Minutes of the  Meeting of Upton Parish Council

Upton Village Hall, Meeting room, Tuesday 15th March 2016 at 8.00 pm

PRESENT: Dr R Lott (Chair), Mr S Norman, Mr S Fraser, Mr R Traynor, Mrs K Fletcher, Cllr S Lilley (OCC), & Cllr R Waite (DCC), Mrs A Hoy (Clerk)

1.         Apologies for Absence: Ms K Marshall, Mrs 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 declared.

3.         Adoption of minutes of meeting:  19th January and 17th February 2016, having been previously circulated, were agreed to be a true record and were signed by the Chairman.

4.         Reports

• County Councillor’s Report – Cllr Lilley reported that the A4130 would be shut for four nights this week and three next week, to remove a former nuclear pipe that runs under it and the railway line at what is known as Backhill Tunnel.  Cllr Lilly also advised that there would be a forum in Didcot concerning Valley Park and the infrastructure being proposed by the land promoter; of paramount need were more local medical facilities and educational units.  Other items included transport, places for people to meet and an area for self-build houses.  More fire engines would also needed to cope with the additional houses and people moving into the greater Didcot area.  Application was being made to the Vale on April 20th. It was also noted that Thames Water had not been dealing with the sewerage problems and were blaming developers. The new CIL being introduced should hopefully cover infrastructure needs.  Cllr Lilly then moved onto the letter he had received from a young resident regarding the need for a pedestrian crossing across the A417; Two highways officers had looked at the problem, which was not an easy task, and made more difficult by speed surveys carried out up to 2006 which showed average speeds of 43mph which precluded a zebra crossing as such speeds were too fast.  Therefore a signalled crossing would be required, requiring a power supply as well as street lighting and probably road widening. CIL or S 106 money could be used.  It was also too dangerous for a ‘ lollipop man’. Cllr Fletcher asked if it would be possible for the school bus to stop on both sides of the A417 (i.e., at the bottom of Chilton Road and in Station Road)?  Cllr Lilly agreed to look into this suggestion, as it was up to the Council where the bus stopped.
• District Councillor’s Report – Cllr R Waite reported on several Planning matters, including the Owlscote Manor Farm, about which there was a meeting at the Vale next Wednesday; he advised that the Planning Officer was minded to approve the application but with 16 conditions (mainly relating to drainage).  Cllr Waite offered to speak on behalf of Upton residents if required and to contact him if this was the case.  He also mentioned the land to the rear of the George and Dragon at Wattle Cottage Farm, where an application had been made for change of use from agricultural to equestrian use, and noted that the owner had recently been to court for contravening planning regulations and been found guilty.  The other matter concerned Alden Farm; Cllr Waite advised he had been invited to meet the new owner, who wanted to encourage young people’s interest in horses and improve the various buildings at the farm to accommodate them.  He was also keen to erect a gate at the entrance to the lane to prevent vehicles using it to gain access to the Downs for hare-coursing and other activities.  The property straddles the Upton/Blewbury boundary, but Blewbury had received the application.  Cllr Waite was pleased to hear that the PC had received an invitation to the forthcoming Didcot Garden Town meeting and hoped one of the PCs would attend.  Finally, he raised the matter of dog mess, which was becoming an increasing problem and offered to provide notices if the PC thought that would help.  He also said that if a guilty dog owner could be identified, the Environmental Officer would follow it up.
• PCSO’s report – PCSO K Jennings was unable to be present but had sent a report advising residents to be aware of thieves operating in rural areas and stealing items from sheds and garages, and to take necessary precautions.  Also groups of “knockers” selling goods, people were advised to check their identity and avoid allowing them into their homes.  He hoped to be able to attend the next PC meeting and introduce himself.

5.         Public Forum:  none

6.         Matters arising:

      Parish Council Meeting on 19th January:

a)                  Emergency Planning update – Mr Traynor reported that he now had a team of volunteers, but needed more.  Dr Lott confirmed that he and Stuart Fraser would form part of the team. Mrs Fletcher agreed to write an article for the Upton News asking for more volunteers, with relevant skills. Mr Traynor agreed to circulate the plan again.

b)                  Parish plan update – Mr Traynor had circulated a final version for comment, with a new front cover.  Dr Lott suggested that the PC needs to consider proposals for further action and expenditure and requested these be included in the plan so a decision could be made on what would be feasible.  Mr Traynor confirmed there was a Steering group meeting next week when this could be dealt with.

c)                  Dr Lott reported he had asked Cllr Lilly and Highways for action on potholes in Prospect Road. Cllr Lilly advised that he had received Dr Lott’s suggestion that the road should be resurfaced whilst the road machinery was in close proximity at Hagbourne Hill, and noted the PC may offer a contribution for the work if this was an acceptable solution; he had passed it on to the relevant authorities and promised to advise the result and possible cost.

d)                   Downland Transport Campaign Group – Dr Lott reported he had formulated and circulated a transport questionnaire with the March Upton News.  He agreed to collate the data and report results back to the group.

e)                  Queen’s 90th birthday celebration: Mrs Fletcher agreed to ask various people if they were willing to work on arrangements for a picnic in June.  The Clerk passed on a letter and sample of a gold Medallion, which could be given as prizes for games at this event.  Additionally it was noted that the Vale had offered funds to help finance celebration events.

f)                   Post Office Outreach – response to Upton News articles was still disappointing.  The Clerk reported that she had received an offer from the IT group in Aston Tirrold who held regular help groups in their village hall during the weekly Coffee Morning when the Post Office was present, to come and talk to Upton people.  Clerk to investigate whether the Drop In sessions were still being held in Upton and whether it was worth pursuing this.

7.         Business to be transacted:

a)                  Attendance at the Greater Didcot Garden Town Meeting for Parish Councillors, April 16. Mr Norman offered to attend, and Dr Lott also said he would if work commitments allowed.

b)                  Budget 2016/17 – Mr Norman circulated a copy of the draft budget and asked all Councillors to fill in the gaps for approval at the AGM May. All agreed with this proposal.

c)                  Car boot/Dog Show event on Recreation Field on Saturday 2nd April – Since the agenda was issued the date had been changed to June 4.  It was agreed unanimously that the Recreation Field should not be used for the purpose of Car Boot Sales that were not directly for the benefit of the village. It was noted that  Mr Amos had given permission for car parking in his field off Chilton Road. With this in mind it was agreed to give permission for the Dog Show emphasising that all dog mess (including bagged) must be removed from the site at the end of the event. Clerk to notify.

d)                  Donations – After discussion it was agreed to continue supporting St Mary’s Church with a donation of £200, and to give South & Vale Carers £50.  Payments would be made in the next financial year [Just heard on South Today that this charity is closing down!].

e)                  Methodist Chapel – Dr Lott had received a letter asking if a public meeting should be held to discuss whether community use of the Chapel could continue. Dr Lott reported that after making equiries with those who had shown a prior interest in the Chapel, it was clear that neither the finances nor manpower would be forthcoming to make this a reality. It was therefore unanimously agreed not to pursue this any further.  Dr Lott to confirm to this effect.  A request was made to obtain the latest thoughts/plans from the Methodists. Clerk to enquire.

f)                   Dog bins emptying – Agree potential solutions to pursue.  Volunteers had reported issues regarding bins overflowing with dog mess, presenting a health hazard and making emptying a highly unpleasant task. Dr Lott proposed that dog trainers currently using the recreation ground for classes at no cost, should pay a fee to cover the costs of emptying the bins more regularly. Dr Lott agreed to investigate potential costs of a commercial collection and would advise accordingly

g)                  Discuss Shoretrax Maintenance Contract renewal.  Postpone to AGM.

8.         Planning:

• P15/V2406/FUL and V2407/ LB – Owlscote, removal of all non-historic buildings, granary conversion, erection of 3 new dwellings + gardens and garaging; recommended refusal.  Awaiting outcome of Vale meeting next week.
• P16/V0189/FUL Alden Farm, re-application for expired permission (Blewbury Parish) change of use for disuses milking parlour to stables, repair and maintain existing flat, change of use for old barn to two one bed flats.
• P16/V0550/FUL, for development work at the following location: Land adjacent and rear of the George and Dragon Reading Road Upton: change of use from agricultural to equestrian.  Dr Lott stressed that this application was for a change of use from Agricultural to Equestrian use only and should not be confused with any subsequent applications. A discussion was had and concerns were raised about the suitability of the land for horses given the amount of disturbance and debris from the demolition of the illegally built stable block. A vote was taken, with the resulting majority being No Objection with comments to the effect that the land should be properly restored to agricultural use first, in accordance with the existing demolition order.

For noting:

Correspondence

• Vale of White Horse – approval of Precept request, total due £8500 + £46 Grant
• Queen’s Birthday Commemorative Medal – available for Schools & Council
• OALC Annual Subscription, Invoice £133.07
• Community First Oxfordshire (formerly ORCC) request for subscription £35; not approved
• A417 Crossing requested by young resident; letter to Cllr Lilly
• Letter from Vale re P16/V0543/CM, for development work at the following location: Prospect Farm Chilton Didcot, filling of a disused railway cutting in the parish of Upton with controlled waste and quarry waste with the intention of restoring the land to agricultural use
• Dog mess problems reported on the path behind G&D.
• Caravans on land at Warren Piece – Clerk had contacted Planning and an Enforcement officer was investigating.

Receipts since last meeting

• Bank interest, Jan 16p, Feb 15p
• VAT refund £126.04

Angela Hoy, Clerk
Tel:  01235 851726
16th March 2016

Appendix A – Schedule of payments

Description	Amount
OALC Subscription	133.07
Clerk’s salary Jan/Feb @ 149.60	299.20
TOTAL	432.27

UPTON PARISH COUNCIL

Minutes of the Extraordinary Meeting of Upton Parish Council

Upton Village Hall Meeting Room, Wednesday 17th February 2016 at 8.00 pm

PRESENT:  Dr R Lott (Chairman), Mr S Fraser, Mr R Traynor, Ms K Marshall, Mrs K Fletcher, Mrs A Hoy (Clerk) and Mrs J West (Transport Representative)

1. Apologies for Absence  – Mr S Norman

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 received

3. Public Forum – no members of the public were present

4. Planning Application:
P15/V2406/FUL and V2407/ LB – Owlcotes, removal of all non-historic buildings, granary conversion, erection of 3 new dwellings + gardens and garaging: The amended application did not address the concerns previously expressed.  Changes were noted to the aspects of Units 1 and 2, and all three houses had been moved some 4 metres further east, but in so doing Unit 3 had extended beyond the “village envelope” and into open countryside.  Only a marginal lowering of roof height was observed, which was felt insufficient to overcome the previous concern of over-dominance.  Mr Fraser reported that he had spoken to the Conservation Officer and mentioned that the view and the character of the village from the Sustrans path on the old railway would be damaged by the erection of three large houses and would also impact on the listed buildings. The Conservation Officer confirmed that this was a legitimate concern and reason for objection.  It was also noted that the Environment Agency requirement for a valid Flood Risk Assessment to be submitted continued to be lacking in the revised application. It was therefore proposed and unanimously AGREED that the application should be REFUSED on the grounds of over-dominance of the three houses, intrusion of the site into the open countryside and lack of measures to deal with the increase in flood risk.  Clerk to advise the Vale, and refer them to the PC’s earlier comprehensive objections. Clerk

5.  Downland Transport Campaign Group – update on developments: Mrs West described the events that had happened in recent weeks, including the meeting hosted by Thames Travel’s Luke Marion in Oxford on 19th January and the one between various local PC Transport Representatives at Mrs J Lakeland’s house in Blewbury and other interested parties, after which the name of the group was adopted.  The budget agreed by OCC on 16th February seemed to confirm that there was very little hope of continuing bus service subsidies, favouring instead children’s centres and the elderly, which all present supported.  Dr Lott noted that the local Parish Councils would not be able to contribute sufficient funds to make a meaningful difference. Volunteers had agreed to carry out research on the use of the bus routes with a view to finding alternative solutions (being collated by Mr Alex Elderfield). These findings would be used to guide discussions with Luke Marion of Thames Travel, who had continued to give some grounds for optimism that some residual service may remain.  It was agreed that a “Transport Questionnaire” be circulated around the village to ascertain the required information from Upton. Dr Lott presented previously devised questions dropped from the Parish Plan questionnaire covering this topic.  Mrs Fletcher offered to go round the village knocking on doors to obtain a quick response, during the half term week.  Mrs West advised there would be another meeting with Luke Marion in Blewbury to study the research.

Appendix A – Schedule of payments

Description	Amount
Angela Hoy (Office 365 subscription)	37.20
Hall Hire, Jan – March	30.00
	67.20

 

 

Angela Hoy, Clerk
Tel:  01235 851726
20th February 2016

UPTON PARISH COUNCIL

Minutes of the  Meeting of Upton Parish Council

Upton Village Hall, Meeting room, Tuesday 19th January 2016 at 8.00 pm

PRESENT: Dr R Lott (Chair), Mr S Norman, Mr R Traynor, Ms K Marshall, Mrs K Fletcher, Cllr S Lilley (OCC), Cllr J Shelley & Cllr R Waite (DCC),  Mrs A Hoy (Clerk) and two Members of the public.

1.         Apologies for Absence: Mr S Fraser

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.         Adoption of minutes of meeting: 17th November and 18th December 2015, having been previously circulated, were agreed to be a true record and were signed by the Chairman.

4.         Reports

• County Councillor’s Report – Cllr Lilley reported that the amount being given to the County Council by the Government had again been slashed, with a further £20m of cuts on top of the £50m announced before Christmas.  Out of this the CC had to finance childcare, an increasing elderly population and unaccompanied child refugees which had increased sharply.  He commented on the recent Highways meeting held on 3rd December, particularly as it pertained to Chilton Road and Hagbourne Hill. He also mentioned the devolution of Oxfordshire and the exhibition in Oxford of a flood alleviation scheme.
• District Councillor’s Report – Cllr Waite had sent a report, which he briefly discussed. He reported that the decision on the planning application for Owlscote had been postponed until 31st January.  He also talked about the Greater Didcot Garden Town idea, about which he promised to keep the PC up to date; this scheme would bring alleged benefits to the villages surrounding Didcot and the DC was keen that PCs should be involved in the planning, for which there would be meetings in February/March.  He mentioned the Queen’s 90th birthday celebrations, for which there might be some funds available.  South and Vale Councils were also holding breakfast meetings at Science Vale, anyone wishing to attend was encouraged to register online.  New grants were also available for local schemes, details on the Vale’s website.  Finally he congratulated all present on their high level of waste recycling but reiterated that it has to be kept uncontaminated to avoid purchasers of the waste refusing it.  Dr Lott asked when the Community Infrastructure Levy (CIL) was to be introduced and what the maximum payment to a PC would be per dwelling.
• PCSO’s report (no PCSO in post at present)

5.         Public Forum:  A417 Pedestrian Crossing The daughter of the resident living on the corner of Chilton Road again told the PC about her problems crossing the road in the mornings/evenings, sometimes taking up to 15 minutes to cross safely.  Her father stated that in his view the road alterations had not reduced the speed of traffic entering Chilton Road.. He hoped this would be evaluated when the scheme was finished, and that the current poor state of the verge would be attended to.  Cllr Lilley assured them it would be, but reiterated that there was no money to pay for a crossing, which would cost in the vicinity of £35-45,000. However, before he left the meeting he promised to discuss the possible siting of such a crossing with Highways, as he explained the location was difficult owing to the proximity of both Station Road, Chilton Road and the A417 to the 30mph speed limit just a few feet up the road.  If it proved possible to install a crossing in this area, he promised to do what he could to find some money, echoed by Cllrs Waite and Shelley from the DC.  Other ways of funding it could be through S.106 money from developers of housing in the area, or a local benefactor.  Dr Lott asked whether a central refuge could be installed, but it was agreed that the road was not wide enough to allow a wheelchair, pushchair or bicycle to be safely stood in the centre of such a refuge.  Public Forum was then closed and the meeting resumed.

6.         Matters arising:

Parish Council Meeting on 15th September:

a)                  Emergency Planning update – Mr Traynor presented a draft Emergency Plan based on the Oxfordshire guide.  He advised that a group of “first responders” with relevant skills needed to be identified together with a list of available resources (generators, four wheel drive vehicles, etc.,) A notice will be put in the next Upton News requesting this information.  RT

b)                  Parish plan update – Mr Traynor reported on printing options.  The Clerk advised that the Benefice Centre was not able to print on card and recommended an alternative printer who had previously printed for the Blewbury Bulletin. Clerk to pass on contact details to Mr Traynor.          Plan to be launched at Annual Parish Meeting in April.         Clerk/RT

c)                  Prospect Road – marginal improvements noted but still many unfilled potholes.  Clerk requested to notify FixMyStreet website again but also to ask if the PC could do its own repairs if provided with materials.    Clerk

d)                  Adopt Recreation Ground Rules:  These had been circulated and posted on the website.  Dr Lott proposed the Rules should be adopted; seconded and unanimously agreed.  Clerk to arrange for the Rules to be posted on the Upton Website.   Clerk

e)                  Post Office Outreach  – Clerk reported a disappointing response so far; she suggested a further mention in the next Upton News and that the matter should be on the agenda for the Annual Parish Meeting in April; if no appreciable response, the matter would be dropped.   Clerk

f)                   Data Storage: Dr Lott recommended using Office 365 with which several members already have experience; this would give the PC access to other Cloud services at a minimal cost.  Meeting to be arranged between Clerk and Chairman to activate account and set up direct debit payment.   Clerk/RL

7.         Business to be transacted:

a)                  Review of Smaller Authorities audit arrangements. Vote to opt in or stay out of the Smaller Authorities Audit arrangements.  After discussion, Mr Norman and the Clerk expressed their wish to remain with the current External Auditor even though as a PC with a turnover of less than £25,000 this might not be necessary.

b)                  OALC Courses in 2016: circulated (email). Mr Norman endorsed the Clerk’s request to attend two half-day training courses on audit procedures and internal audit requirements.  This was agreed.

c)                  Financial Report end of 3rd quarter to 19th January: Mr Norman presented these figures, which were accepted as a representation of the PC’s current financial situation, which was considered satisfactory.

d)                  Precept. Decide on appropriate amount to request. After discussion it was considered prudent in the light of further cuts to OCC and DCC budgets, to increase the precept. This was in view of the likely need to self-fund items that might otherwise have been funded centrally. By a majority vote it was AGREED to request a raise in the precept of £500, to £8,500, signed by the Chairman.   Clerk to advise South and Vale accordingly.       Clerk

e)                  Confirmed date of Annual Parish Meeting to be Monday 18th April.

f)                   Dates of UPC meetings 2016/17 (circulated). Dr Lott had requested a change of meeting dates from Tuesday to Monday from the beginning of the next financial year.  There were no objections, so it was agreed to make this change.  Clerk to advise all concerned.

g)                  Acceptance of £3360.35 donation from Uptonogood? Dr Lott, representing Uptonogood, was thanked for the generous donation of these funds for use on “recreation ground facilities” (both new and maintenance of existing).

h)                  Acceptance of £3440.35 donation from Uptonogood? for use on the village hall under the  direction of UVHAT.  Dr Lott representing Uptonogood was thanked for the generous donation of these funds, which would go towards purchase of new tables and trolleys.

i)                    OPFA Annual Membership Renewal £40 – agree or decline; after discussion it was agreed not to renew this membership.

8.         Planning:

• Methodist Chapel – Ms Marshall reported that a short informal meeting with Westwaddy architects had taken place on site so that they could report to the Methodist Church on the best potential use of the site.

For noting:

Correspondence

• Letter from Lord Lieutenant of Oxford requesting PCs celebrate Queen’s 90th birthday; it was suggested that a picnic on the recreation ground might be an appropriate way to celebrate the Queen’s 90th birthday, and the Clerk was requested to publish this in Upton News for comment by the village.                                                                                 Clerk
• Letter from Lloyds Bank announcing changes to financial services compensation scheme limit, reducing from £85 to £75,000. Noted.
• Letter from Vale enclosing Precept Form and requesting response by January 16 (extended to 22 January). Noted.
• Copy of complaint to VoWH from Alex Smith re response from Vale on a planning matter.
• SLCC Renewal of Clerk’s subscription. Noted.
• OPFA request for renewal of membership. Declined

Receipts since last meeting

• Bank interest, Nov 16p, Dec 15p
• Uptonogood donations, 8th Jan, totalling £6800.70

Angela Hoy, Clerk
Tel:  01235 851726
21st January 2016

 

Appendix A – Schedule of payments

Description	Amount
Gopak: Tables & Trollies for UVHAT	2679.47
Kalehurst: Self-propelled mower service and parts	114.50
Kalehurst: Ride on mower service and parts	307.18
Clerk’s SLCC membership subscription 2016	77.00
Clerk’s salary Nov/Dec @ £149.60 (S/O)	299.20
OALC Training Courses (Audit; Clerk)	84.00
Cemetery Loan (DD)	412.91
TOTAL	3974.26

UPTON PARISH COUNCIL

Minutes of the Extraordinary Meeting of Upton Parish Council

Upton Village Hall, Tuesday 1st September 2015 at 8.00 pm

PRESENT:  Dr R Lott (Chairman), Mr S Fraser, Mr S Norman, Mr R Traynor, Mrs Kathryn Fletcher, Mr Michael Butler and Mr Michael Telford (West Hagbourne PC), Mrs A Hoy (Clerk), Mr H Venners (Consultant) and 12 members of the public

1. Apologies for Absence

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 received

3. Public Forum – The Chairman welcomed the representatives from West Hagbourne Parish Council and also the Town Planning Agent on behalf of the applicants, who gave a summation of the application.  He advised that as this was an outline application, the number and design of houses was only a suggestion and would doubtless change if a full application was submitted.  Also the 15% of open space shown on the plan and the points of access  (2 shown) were subject to change. So far the application had received some letters of concern and one of support on the website.  Mr Venners confirmed that the Jenssen brothers only owned the one field in the application, measuring some 2 acres.  West Hagbourne PC members were then invited to give their opinion, and although in principle they did not object to some houses being built on the site, were adamant that 14 was far too many for a small village like West Hagbourne, especially at the very edge of existing settlements and technically in Upton parish.  Mr Venners emphasised that the brothers had no intention of developing the rest of the field, although the mention of photovoltaic cells on the plan was noted.  Mr Venners confirmed that within the 14 houses, 40% would have to be affordable, being split between rental and shared ownership. The remaining 8 being open market houses.  If the number was to be below 4, there was no need to provide affordable housing.  There was general disquiet that developing this field was the “thin edge of the wedge” and that the remaining fields between West Hagbourne and Upton would quickly become a target for developers.  It was generally accepted that the current local plan (now superceded by the proposed 2031 version) had not provided enough houses and that there was a shortfall both nationally and locally.  An email objection received from a local resident was read out as she was unable to attend the meeting but wishes her views to be heard. Several residents commented on the lack of shops, school places, adequate footpaths connecting the villages, drainage issues and the additional traffic that would be generated if the plan was approved. Concern was expressed that the development was outside the settlement boundary of both villages and ignored the separate identities which had been in existence for a very long time.  Mr Venners confirmed that he had not so far had any meetings with the Vale planners; he stated that the 2031 plan was  awaiting approval by ministers and as such the Nation Planning Framework document took precedent at this time.    If the Vale were to grant permission the developer could provide extra facilities such as public open space, play equipment or another contribution.   The Chairman encouraged residents to make their own comments on the planning website, and closed the Public Forum.

4. Planning Application:

P15/V1649/O – Residential Development south of Horse & Harrow, West Hagbourne – 14 houses.  The Chairman asked the Councillors for their views.  The lack of nearby shops, inadequate footpaths, an increase in vehicle traffic near a dangerous corners and overcrowded local schools were all cited as reasons for objecting to the application. The need for extra housing in Upton was queried when so many large estates were being developed nearby, and it had been reported that some of these were not selling.  The Chairman added that there was a serious danger that the local bus route would lose its subsidy because of budget cuts that would make the proposed houses even more isolated.  Additionally the new estate would be visible from the AONB, and it had been noted that the drainage was inadequate on the site.  It was then proposed that the application be refused on the grounds of sustainability, which was passed  unanimously.  Clerk to advise the Vale. Clerk

Members of the public left the meeting.

5. P15/V1772/FUL – The Gate House, Reading Road – replacement of existing family dwelling with single family dwelling.  (Earlier application P14/V2550/FUL was approved by the Vale on July 17th).  After discussion and perusal of both sets of plans, it was agreed unanimously not to object to the application.   Clerk to advise the Vale. Clerk

6. Emergency Planning – grants available for resilience funding:  Councilors were encouraged to email Mr Fraser with suggestions for emergency equipment which could be useful to Upton. ALL/SF

7. Repairs to Galvanised Fence  – Mr de Wilde’s email concerning vital repairs to the fence at the entrance to the village hall car park was discussed, and it was agreed unanimously to request him to purchase the necessary equipment and proceed with the repairs.  Clerk to write.

8. Parish Plan questionnaire – Mr Traynor reported that the Parish Plan questionnaire had been distributed to almost every house in the village and many responses had already been received.  It was agreed to extend the deadline for another two weeks and then commence analysis. RT

Appendix A – Schedule of payments

Description	Amount
ROSPA (Playsafety Ltd) playground inspection	192.00
KOMPAN Ltd, replacement parts for play equipment	36.02
Uncontested Election fee	100.00
OALC Training Course, Mrs K Marshall	78.00
	406.02

Angela Hoy, Clerk
Tel:  01235 851726
11th September 2015

UPTON PARISH COUNCIL

Minutes of the Meeting of Upton Parish Council

Upton Village Hall, Monday 27th July 2015 at 8.00 pm

PRESENT:  Dr R Lott, Mr S Fraser, Mr S Norman, Mr R Traynor, Cllr J Shelley, Cllr R Waite, Mrs K Fletcher, Cllr S Lilley, 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 declared

3. Adoption of minutes of meeting(s) on: 19th May, 15th June, and 13th July having been previously circulated were agreed to be a true record and were signed by the Chairman.

4. Reports

• County Councillor’s Report:  Cllr Lilly reported he had received a letter from Mrs Mary Hancock regarding the Methodist Chapel explaining the present situation and expressing a wish to put in an application for sheltered housing.  Cllr Lilly reported that subsequent to the recent consultation on bus routes, the 94/95 bus route would be in danger as it was having to be subsidised by £80k/annum, so residents should make use of it.  Cllr Lilly reported that he was still receiving letters from Chilton Rd residents about the proposed improvements; he would be attending an infrastructure meeting on 29th July at Science Vale at 3pm.  Dr Lott commented that the PC had requested alternative solutions and considered the proposed traffic island at the bottom of Chilton Rd did not solve the problem; Cllr Lilly advised he would discuss this at the meeting and asked for the PC’s comments on the consultation to be sent to him.  He reported that progress had been made at the Milton interchange, with the landowner having signed the compulsory purchase order; work would be commencing in September.  Harwell Link Rd Phase 2 (Hagbourne Hill) was also due to commence in September, with the installation of a roundabout on A417.  All works discussed with Patrick Mulvihill had been agreed, tendered and costed and were going ahead.  He reported that Milton was running six weeks late, due to the discovery of contamination on the land. The land required for the Chilton slips also required a Compulsory Purchase Order.  Cllr Lilly reported that the Orchard Centre wanted to remove the existing bus service from the shopping centre and was in disagreement with SODC.  Cllr Lilly reported on Oxfordshire children at risk, who the Council were obligated to take into care; they had a good unit running now but more and more children were coming forward for help, and had to be given priority when distributing funding. Clerk
• District Councillor’s Report:  Cllr Shelley introduced Cllr Reg Waite, her colleague at the Vale.  Cllr Waite had sent a report by email (appended to these minutes) and briefly discussed the contents.  On the speculative planning application for 14 houses south of the Horse & Harrow in West Hagbourne, Cllr Shelley confirmed that papers had gone out today and regretted the delay in advising the PC.  Cllr Waite reported that the Wantage Advice Centre was in need of more drivers and funds; Dr Lott suggested this could be publicised in Upton News and would be added to the donations list for discussion next March. Clerk

5. Public Forum: Mr Fraser, speaking as a parishioner, was concerned about the speculative planning application for 14 houses to the south of the Horse & Harrow in West Hagbourne, adjoining the site of the old pumping station recently given full planning permission, in that it could extend the village envelope and therefore lay it open for further speculative applications between Upton and this site. Cllr Shelley commented that the Local Plan showed the need for more housing, and each application would be taken on its own merits; there was no cap on the number of houses. Consultation on the Local Plan would begin in September.  Mr Fraser asked how big Upton needed to be before it lost its small village status, and also queried the size of boundaries between villages. It was agreed that the PC needed to discuss the matter with West Hagbourne PC before making a decision.  Dr Lott agreed to contact West Hagbourne PC and suggest a joint meeting. RL

6. Matters arising:

Parish Council Meeting on 19th May:

a) Annual Community Emergency Planning Survey 2014/15:  Mr Traynor spoken to Mr Fraser with details of forthcoming meetings.  He had spoken to Ian Ross who had confirmed he would be able offer advice and recommendations but was not able to write the plan itself.  Mr Fraser agreed to confirm the survey was up to date as he had made the original submission.  Mr Reid would be asked to provide the unfinished draft plan which Mr Traynor would complete.  Dr Lott and Mr Fraser would remain as key contacts in the event of any emergency. SF/RT

b) Damage to verges caused by refuse collections: The Clerk had written to Biffa and received a reply stating that they already used smaller vehicles in the narrow roads.  The Clerk was asked to further enquire which particular roads were receiving the service from smaller vehicles. Clerk

c) Parish plan:  Mr Traynor reported he had obtained a quote from the Churn Benefice of 18p/copy to print the Parish Plan questionnaire costs. It was agreed he should give instructions for this to be printed straight away, Mr Traynor to arrange distribution, with the request for completed booklets to be either collected or returned by 3rd week in August. RT

Extraordinary Parish Council Meeting on 15th June:

a) Chilton Road traffic calming measures: response sent to OCC both by post and online, with subsequent query also responded to by email.

Extraordinary Parish Council Meeting 15th June (taken under planning)

7. Business to be transacted:

a) Co-option of new councillor:  Mrs Kathryn Fletcher was welcomed by the PC and joined the meeting after having signed the Declaration of Acceptance of Office and the Register of Members’ Interests.  The Clerk agreed to organize new councillor training on the next available OALC course. Clerk

b)  Japanese Knotweed in Frog Alley:  The Clerk reported she had written twice to Henry Bucknell, the tenant of Frog Alley Farm, but not received a response.  It was agreed Dr Lott would try and ascertain the identity of the actual landowner. POST MEETING NOTE: The Clerk had received an email from the agent acting for Mr Bucknell enquiring as to the exact whereabouts of the weed; Mr Fraser agreed to assist. SF

c) To agree Membership renewal of ORCC:  Mr Rippon had advised that UVHAT was currently a member of ORCC and received regular newsletters; it was thought that the PC also received newsletters.  After discussion, it was agreed not to renew membership of ORCC for the time being.

d) Concrete bags in Stream Road: Dr Lott had received an email from a resident of Stream Road describing the damage which had been caused to the concrete sandbags intended to be a barrier to flood water at the top end of Stream Road, presumably by delivery and bin lorries.  The resident had suggested a sign stating “Access only to house names…” and advising there is no turning area.  It was noted that there was already a No Through Road sign at the junction with Orchard Close.  It was agreed to reply stating that that this part of Stream Road is unadopted and any sign would require permission. No decision was made on how any sign should be funded. RL

8. For noting:

Lloyds Bank arrangements:  It was confirmed that Standing orders for the Clerk’s salary/PAYE had been set up and cheque signatories updated.  Individual councillors were requested to provide their personal details to the Lloyds Business Banking website; Clerk to provide bank account details. Clerk

Planning:

• P15/V1405/HH Upton Fruit Farm – Vale was advised no objections; permission granted.
• P14/V2550/FUL The Gate House, Reading Road – planning permission granted 17/7 with conditions
• P15/V1649/O Speculative development for fourteen houses next to Horse & Harrow pub as advised by Cllr R Waite but no official details received by time of this meeting.  POST MEETING NOTE – details received 29th July and circulated.

Correspondence

• Land at Warren Piece:  An email was received from a parishioner who owned land near Chilton, reporting the presence of a caravan next to her land; she had been advised to contact the Vale Planning Department, but Cllr Waite had investigated and advised that the land, south east of Downs Lane, near Chilton, was now subject to an alleged breach without planning permission of the material change of use of land from agriculture to residential use.  An enforcement order had been raised to prevent further occurrences.  An earlier planning application in 2002 for change of use to tourism had been rejected.  The Clerk was asked to convey this information to the landowner. Clerk
• Neighbourhood Planning Conference – letter from Vale confirming rearranged for 2 Sept 2015 at Cornerstone in Didcot. Noted.
• Kalehurst re registration of John Deere mower – Letter received advising that since the machine had been sold to the PC October 2014, it was now considered a used vehicle.  Clerk to pursue registration of the vehicle. Clerk

Receipts since last meeting

• Vale Grant £5000 for Village Hall kitchen refurbishment, to be paid to the contractor
• Bank interest May 38p, June 19p
• VAT refund £3177 June

Angela Hoy, Clerk
Tel:  01235 851726
31st  July 2015

Appendix A – Schedule of payments

Description	Amount
HMRC PAYE (standing order) – 3 months to July	£112.20
Inside Out Developments (UVHAT refurbishment)	£5000.00
TOTAL	£5112.20

UPTON PARISH COUNCIL

Minutes of the Extraordinary Meeting of Upton Parish Council

Upton Village Hall Meeting Room, Monday 13th July 2015 at 8.00 pm

PRESENT:  Dr R Lott (Chairman), Mr S Fraser, Mr S Norman, Mr R Traynor, 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 received.

3. Public Forum: No members of the public present

4. Planning Application:

 P15/V1405/HH Upton Fruit Farm, High Street – proposed single storey extension.  Mr Fraser had surveyed the site and noted that the proposed kitchen extension was unlikely to cause any problem with near neighbours.  After a brief discussion, it was unanimously agreed to advise the Vale Planning Department that the Parish Council had no objection to this application. Clerk

5. Upton Parish Plan Questionnaire, Final Draft (Version 4):  Mr Traynor having incorporated final amendments into the Plan, it was agreed that he should now pass the document to the Churn Benefice for printing in A5 format.  Mr Traynor confirmed he would personally arrange for delivery of all the booklets.  He suggested advising parishioners to return completed booklets to up to 6 addresses around the village and give them a deadline, which would also be advertised in the Upton News and on the website.  This suggestion was unanimously agreed. RT

Angela Hoy
Tel:  01235 851726
14th July 2015

Appendix A – Schedule of payments

Description	Amount
UVHAT – hall hire	30.00
Shoretrax	150.00
A Hoy (June Salary)	149.60
A Hoy (expenses)	15.00
G de Wilde (amenity maintenance)	118.25
TOTAL	£312.85

UPTON PARISH COUNCIL

Minutes of the Annual General Meeting of Upton Parish Council

Upton Village Hall, Tuesday 19th May 2015 at 8.00 pm

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

1. Election of Chairman: Having expressed his wish for others to stand, it was proposed and seconded that Dr Robert Lott be re- elected as Chairman of Upton Parish Council, carried unanimously.

2. Apologies for Absence: Cllr J Shelley, Cllr S Lilly

3. 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.

4. Election of Vice-Chairman:  Having expressed his willingness to stand, it was proposed and seconded that Mr S Fraser be re- elected as Vice Chairman of Upton Parish Council, carried unanimously.

5.  Acceptance of Office – Dr Lott , Mr Fraser. Mr Norman and Mr Traynor were duly re-elected as Members of the Parish Council and all signed the Declaration of Acceptance of Office.  The Clerk was requested to write to the representatives who sit on various local committees, thanking them for their past service and requesting confirmation that they were willing to continue with those duties.  Clerk

6. Adoption of minutes of meeting(s) on: 17th March, and the Annual Parish Meeting on 20th April having been previously circulated were agreed to be a true record and were signed by the Chairman.

7. Reports: No reports were presented.

8. Public Forum:  no members of the public were present

9. Matters arising:

Parish Council Meeting on 17th March:

a) Chilton Road traffic calming measures:  Dr Lott had received confirmation from Patrick Mulvihill of Highways regarding the proposed consultation on traffic calming measures, which would start at the end of May,

b) Annual Community Emergency Planning Survey 2014/15 – Mr Reid was due to report on this but as he had resigned from the Council, Mr Traynor agreed to ask Ian Ross, who had been helping Mr Traynor, to finalise the report. RT

Annual Parish Meeting on 14th April

a) Revisiting parish plan: Mr Traynor confirmed that Version 4 had been completed and would be circulated to the PC for review with a view to gaining approval at the next PC meeting. Distribution to the village would now be by hand in A5 format (costs would be similar to Upton News), instead of the earlier proposed online survey.  He requested help with proof reading. Brian Rippon had offered to put a pdf version on Upton News. RT/ALL

b) Co-option of Councillor:  The Clerk had prepared a notice to be posted for two vacancies for parish councillor, following the recent retirement of Mrs Shaw and Mr Reid; all councillors were requested to consider whether anyone they knew in the village might be willing to take on the role. Clerk to contact OCC to advise them of the vacancies and post the Notice. ALL/Clerk

c) Methodist Chapel – further correspondence had been received from the Methodist Church expressing their intention to apply for change of use with a view to building several small housing units for elderly people.  It was agreed that this was a planning application that UPC would actively support.

d) Damage to grass verges caused by Refuse Collection Vehicles – Further to the complaint raised at the Annual Parish Meeting, the Clerk was requested to write a letter to the Vale             suggesting that smaller vehicles be used for rubbish collections in the village. Clerk

10. Business to be transacted:

a) Ratification of Annual Governance Statement:  the document was read out and after discussion was duly signed by the Chairman and the Clerk.

b) Adoption of accounts: the 2014-15 accounts, having been previously circulated, were adopted unanimously. Revaluation of assets in last year’s accounts from £79k to 83k was not accepted by the External Auditors BDO, who had requested that they be reversed; this was agreed.

c) Aims and Objectives: these were adopted unanimously.  Clerk to pass to Webmaster and upload to data file.

d) Standing Orders:  a minor change to January 2015 document was suggested, which was adopted unanimously.  Clerk to pass to Webmaster and upload to data file.

e) Financial Regulations: these were reviewed and minor alterations made, after which they were unanimously adopted.  Clerk to pass to Webmaster and upload to data file.

f) Risk Assessment; this was reviewed and after discussion was adopted unanimously.

g) Asset Register: this had been recently reviewed and was adopted unanimously.

h) Clerks salary for FY 2015-16 : Clerk to check contract conditions and advice PC if an increase in salary was appropriate. To be reviewed before next meeting. Clerk also agreed to check the standing order mandate relating to salary with Lloyds.

i) Renewal of annual insurance with Came & Co: UPC was in Year 2 of a 3 year contract.

j) Membership renewal of ORCC: Mr Traynor, as the Council’s new representative on UVHAT, to query whether a joint membership of ORCC was feasible.

k) Schedule of Payments:  all payments agreed and cheques signed.  It was agreed to adopt the budget at the next meeting.

l) Japanese Knotweed:  Mr Fraser had investigated this reported sighting and taken photographs of the plant, which appeared to be on private land (Frogalley Farm).  The Clerk was requested to write a letter to the landowner asking him to seek professional advice on removing this invasive plant.

11. For noting:

Correspondence

• OCC confirmed there were no funds to pay UPC to continue to cut footpaths as all areas were privately owned.
• ORCC annual subscription – investigate joint membership with UVHAT
• Email letter from UVHAT re payment for improvements to Village Hall
• WREN grant consultation – response required.  UVHAT/UPC to collaborate on reply.

Receipts since last meeting

• VOWH – precept £4065 April;
• Lloyds Bank Gross Interest 2014-15 £4.33
• Bank interest March .34p, April 36p

Angela Hoy, Clerk
Tel:  01235 851726
3rd June 2015

Appendix A – Schedule of payments

Description	Amount
Mrs A Hoy (salary, April, May @ £149.60 net per month) cheque payment	£299.20
HMRC PAYE (standing order) – 3 months	£112.20
The Broker Network  (insurance renewal)	£558.37
Inside Out Developments  (Village Hall improvements)	£4695.00
VAT payment on above	£2939.00
Giffords – Cushionfall (by BACS transfer)	£1428.00
DVLA Road Tax (replacement for outdated cheque)	£55.00
TOTAL	£10086.77