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  It was generally accepted that the current local plan (now superceded by the proposed 2031 version) had not provided enough houses and that there was a shortfall both nationally and locally.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

UPTON PARISH COUNCIL

Minutes of the Annual Parish Meeting of Upton

Held on Monday 20th April 2015 at 7.30pm in the Village Hall

Present: Dr B Lott (Chairman), Mrs L Shaw, Mr R Traynor, Mr S Norman, Mrs A Hoy, Mr S Fraser and 8 members of the public.

Apologies for Absence:  Cllr S Lilley, Cllr J Shelley, Mr D Reid, PCSO.

1. Minutes of the Annual Parish Meeting held on 14th April 2014 were agreed to be a true record and were signed by the Chairman.

2.  Annual Reports

(a) Parish Council Chairman: Dr Lott expressed the thanks of the Parish Council to all those who gave their time and energy towards the upkeep of Upton Village. In addition he thanked those who acted on behalf of the Parish Council:

• John Lightfoot – Neighbourhood Action Group (now relinquished)
• Jessie West – Transport Rep and UVHAT
• Derek Whitmell – Harwell Stakeholders /committee
• Simon Powell – Internal Auditor
• Brian Rippon – Upton News Editor
• Mike Brown and Graham de Wilde – Parish Path Wardens

During the year 19 planning applications were discussed, adding to the normal workload of seven meetings per year, and the Chairman expressed his thanks to the Parish councillors and clerk for their hard work.

The Chairman thanked Duncan Reid and Lesley Shaw for their time on the council and noted that at the forthcoming elections only four of the current Parish Councillors had put themselves up for re-election.  The Chairman invited any member of the parish to apply for the two councillor vacancies.

It was explained that the Parish Council had decided to increase the precept by £500 to help cover the cost of replacing maintenance machinery and maintaining the park.  Other matters mentioned in the report were the Upton Parish Plan, the Methodist Chapel, flood prevention in Stream Road and Chilton Road traffic calming.  The Chairman’s report appears in full at the end of these minutes.

(b) Parish Council Finance: Mr Norman presented the Income and Expenditure Report for 2014/2015 which recorded that the precept would be increased from £7,500 to £8,000, in addition to which substantial donations from Uptonogood had been received which had been used to pay for various items including two new marquees (for village events and available for private hire), as well as maintenance of the recreation play equipment and a contribution towards the new mower.  An amount of £1600 had been received from Oxford County Council for flood prevention measures in Stream Road.  This left £12,000 in the account at the beginning of the financial year but this had been largely allocated to Village Hall improvements, garden machinery, playground upkeep, and an election reserve.  This left only £2000 in reserve.  Mr Norman’s full report is attached to these minutes.

(c) District Council: nothing was reported due to Cllr Shelley’ s absence..

(d) County Council: Cllr Lilly had sent his apologies.

(e) PCSO: PCSO Michael Clayden having been moved to other duties, PCSO Sarah Merritt sent a report on reported crime in Upton during the year, which included burglaries and thefts, minor assaults and a dangerous dog incident.  A representative to serve on the NAG was requested and this had now been filled by Mrs Lesley Shaw.  In the absence of a dedicated PCSO, parishioners were encouraged to contact the Thames Valley Police in Wantage.  The full report was attached.

(f) Parish Transport Representative: Mrs West advised there was not much to report, with the 94/95 bus route still threatened with early morning and late evening cuts; confirmation should be received by May/June.  Some of the 2018 savings may be brought forward to this year.  However, there would be a pooled budget for all transport services, meaning cuts would be better proportioned across all transport areas.  There would be a need to look more carefully at subsidised bus routes.  Mrs West’s full report was attached to these minutes.

(g) UVHAT:  Mr B Rippon, new Chairman of UVHAT, had distributed his report to those present.  Thanks were given to Mrs West and also Ros Caffyn for their work over the years as Chair and Treasurer of UVHAT, and he welcomed John Haworth as new Treasurer.  Mrs Clare Lightfoot had also stepped down as a Trustee and a volunteer was needed to fill her role.  He reported that sizeable grants having been obtained, the improvement works on the Village Hall were going very well and should be completed on time and on budget.  Additionally a grant for AV equipment was successful and fibre internet and Wifi were to be installed at the hall, hopefully by the end of May 2015.  His full report was attached to these minutes.

(h) United Charities: Mrs Elizabeth Hardy in her role of Trustee to the Charity advised that five Upton villagers had received Christmas gifts from the Charity, and the Charity was happy to be notified of anyone else in need.

(i) Blewbury Primary School: Ms Marion Mills had circulated her report, highlights of which were a slight drop in numbers to 145 pupils and the departure of two teachers, followed by the appointment of a new one.  Building work had finally been completed on the new classroom.  Other subjects covered were the Comenius project, the new Prayer Space and better links with Sustainable Blewbury.  Ms Mills full report is attached to these minutes.

(j) Neighbourhood Action Group: Mr John Lightfoot had now resigned but Mrs Lesley Shaw had expressed her willingness to take over the role.  The Chairman offered thanks for Mr Lightfoot for his past years in the role and also to Mrs Shaw for offering to take it on.

(k) St Mary’s Church:  Mrs West was pleased to report the very successful launching of Friends of St Mary’s in 2014 with substantial donations being made to the Friend’s Scheme, which it was hoped would be used to improve the Church’s facilities, including a toilet and upgrading the vestry.  Services would remain unchanged apart from the fourth Sunday in the month.  The full report was attached.

(l) Harwell Site Stakeholder Group (formerly UKAEA):  Dr Derek Whitmell reported that decommissioning of the old research site had been reorganised, with a new parent body and a new operating company. The decontamination plant continued to work well and contamination levels continued to fall, although some chlorohydrocarbon contamination remained in Upton groundwater, within safe limits.  Several new buildings were being planned, including catering and sports facilities open to the public.  Dr Whitmell reported that there would be an open day in July.  There would continue to be 3 meetings a year. He reiterated that there were no concerns about the site, but there would be new employment in the area as well as new housing; this would exacerbate traffic problems as workers were now driving, whereas previously they had travelled to work on the bus.   Dr Whitmell’s report is attached to these minutes.

3. Open Forum:  The Chairman then closed the meeting to allow for those present to express their concerns.

Damage caused by Waste Collections:  A resident of 28 years raised the damage being caused by the large Biffa lorries eroding the verges of streets in the village.  Branches of trees were also being broken off. A similar problem had arisen in Blewbury, which after complaints, had resulted in smaller vehicles being used. The parishioner asked if Upton could do the same? Could a complaint be made to Biffa or the Council?  It was noted that this problem seemed to have got worse since the Vale and SODC had combined refuse collections (presumably to save money) and were using larger vehicles that were unsuitable in small village streets.  The Chairman agreed to investigate.  However, it was noted that there now more large cars parked on roads, which caused problems for bin lorries.  Mrs Shaw reported a similar earlier problem with Beeching Close but that it was usually a good service.

Village Plan – The Parish Plan versus a Neighbourhood plan was discussed and the Chairman explained that the purpose of the Parish Plan was for the village to give direction to the Parish Council’s decision making and policies, whereas a Neighbourhood Plan had an influence on the Vale’s Planning policy; it was felt that Upton was too small for such a plan and the expense of it would be difficult to justify. Also Upton’s classification in the Vale’s Local Plan as a Small Village afforded Upton sufficient protection from unwelcome housing developments. Mr Rippon asked whether the next phase of the Vale’s Local Plan would look at small villages but the Chairman replied that this was not his understanding.

Methodist Chapel: Mr Rippon expressed the unease in the village about the future of chapel.  The Chairman explained that although the Methodist Church wanted to sell it for housing and would like to be able to collaborate with a possible village purchase plan, they were constricted by the current D1 Community Use grading.  If it were to be sold to the Plymouth Brethren (who had expressed an interest) for use as a prayer room, it would be lost to the village as a community facility.  The Vale planning authority would not give change of use while community use was still a viable option. Much interest was expressed in using it as a community hall but there was the obvious problem of funding.  Mrs Hardy on behalf of the United Charities advised that the Charity was looking to buy one almshouse in each of the three villages, but only to house one person.  The Chairman explained the problems of funding the property, restoring it to use, running it and maintaining it for public use which would be very difficult unless it was self-sustaining, such as for a crèche or nursery facility. Blewbury Brass band had expressed an interest in using it for rehearsals.  It was noted that Chilton Village had two halls and they manage to make ends meet. However, time was of the essence.  He suggested starting a register of interested parties.

Schools and New Housing:  Ms Mills reported that there would be intense pressure on roads and schools with planned new housing developments, with little sign of new schools.  Eight families in Chilton have been unable to place their children in their local school, and expanding schools lost their individuality.  However, Schools must keep up with housing needs, which was where the District and County Councils were at odds.  New schools were now either academies or private, and not funded by OCC.  The Chairman replied that the Science Vale action plan attempted to deal with amenity issues that needed to be addressed and that the whole area was set for change; central Government was investing in the road network and there was a strong desire to improve transport means other than cars with a new focus on bus transport to cater for the new developments in Harwell.

Recreation Ground:  Mr Rippon asked whether the closing of the recreation ground at night in summer would be repeated or was there any need to continue it?  It was agreed that having the gate padlocked caused more problems than it cured and ideally a new caretaker was needed to open and close the gate.  After discussion it was agreed to try just closing the gate so that potential trespassers would assume it was locked and to ask hall users to close it after the last car left.

Mr Whitmell gave a vote of thanks to the Parish Council for all their hard work for the village of Upton during the past year.

4.  Closing Remarks

The Chairman thanked everyone for attending and for their contributions; he also expressed his thanks to those volunteers who had been unable to be present.

5.  Date of Next Annual General Meeting:  Monday 18th April 2016.

6.  There being no further business, the meeting closed at 9.25pm

Mrs Angela Hoy
Parish Clerk
20th April 2015

UPTON PARISH COUNCIL

Minutes of Extraordinary Meeting of Upton Parish Council

Upton Village Hall Meeting Room, Tuesday 3rd March 2015

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

1. Apologies for Absence – Mr D Reid, Mr R Traynor

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.  Matters arising:

Parish Council Meeting on 27th January 2015

a) Parish plan questionnaire. Review of questions proposed.  Dr Lott had circulated a list of questions he thought should be included in the questionnaire; after discussion it was agreed that the Chilton Road closure, Bus Service, Cemetery, Methodist Church site and need for more volunteers should be added to the questionnaire.  Any other ideas should be communicated to Mr Traynor immediately as it was imperative the questionnaire should be circulated to the village without further delay. ALL

b) Update on works in Stream Road – Dr Lott reported that the cement sandbags had been laid alongside the stream, which should protect the fence. However, it was thought the “sleeping policeman” was not large enough; this had been reported to the contractor who had agreed to lay more tarmac at the earliest opportunity.  In the meantime an invoice would be sent to the OCC for the agreed amount.  It was suggested and agreed that a photograph of the finished work should be taken and sent to OCC. [who?]

4. Planning:

a) P15/V0241/HH – Elmsgate, Fieldside, Upton OX11 9HY – proposed single storey extension and internal alterations.  The application was discussed and the plans checked; Mr Fraser had visited the property but could not see any issues.  After discussed, it was AGREED that the Vale should be advised that UPC had no objections to the application, and the Clerk was instructed to advise the Vale accordingly. Clerk

b) P14/V2550/FUL – The Gate House Reading Road Upton OX11 9HP – replacement of existing dwelling with single family dwelling. Revised plans submitted 12th January.  Further revision received 21st February.  The plans having been circulated were discussed and it was noted that the dwelling had now been moved back to the original building line.  In view of this it was AGREED that the former objection would be withdrawn and the Vale advised that the Council had no strong views on it.  However, the owner of the adjoining property had advised he would still be objecting because in his view the large balcony would still overlook his property and impinge on his privacy.  It was agreed that a note to this effect would be sent to the Vale.  Clerk

Correspondence: Update on Chilton Road – Patrick Mulvihill had been advised that the No Right Turn suggestion at the top of Chilton Road was not acceptable to the Police Safety Officer.  Dr Lott had spoken to the PSO who had concurred.  Suitable alternative solutions were being investigated.  Dr Lott had replied to a further email from Mike Brown acknowledging the concerns of the Chilton Road residents.

Appendix A – Schedule of payments

Description	Amount
Mrs A Hoy  – refund of SLCC annual subscription	77.00
OALC – Mr S Fraser, Training Course 04/03/15	78.00
TOTAL	£155.00

Angela Hoy, Clerk
Tel:  01235 851726
5th March 2015

UPTON PARISH COUNCIL

Minutes of Meeting of Upton Parish Council

Upton Village Hall Meeting Room, Tuesday 27th January 2015 at 8.00 pm

PRESENT:   Dr R Lott (Chairman), Mr S Fraser, Mr R Traynor, Mrs L Shaw, Mr D Reid, Mr S Norman, Mr P Mulvihill, Cllr J Shelley, Mrs A Hoy and two members of the public

1. Apologies for Absence – Cllr S Lilly, PCSO M Clayden

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. Adoption of minutes of meeting(s) on: 18th November and 30th December 2014, having been previously circulated, were agreed to be a true record and signed by the Chairman.

4. Reports

County Councillor’s Report – Cllr Lilly was unable to attend but had emailed an invitation to the next A417 Highway Strategy Meeting on 27th February 2015.
District Councillor’s Report – Cllr Shelley reported on the recent fire at the council offices at Crowmarsh Gifford, which had been largely destroyed.  Only urgent matters were being dealt with from temporary local offices, with many staff working from home.  Planning Department had been severely disrupted, and it was not yet known which applications had been lost, with subsequent delays in responding. A temporary website had been set up.  Election paperwork had also been disrupted. Cllr Shelley advised she had taken on the Chair of the NAG committee for the next six months. It was noted that Mr J Lightfoot had stepped down as Upton representative and that a new volunteer was needed to replace him.  Cllr Shelley advised the committee was now more focussed and dynamic and were promoting police activities.  They were updating the mission statement and meeting quarterly. Cllr Shelley agreed to liaise with Mr Reid on local emergency plans, after which she left the meeting.
PCSO’s report – none received to date due to illness

5. Public Forum – The meeting was then suspended to allow the public to express views on the non-closure of Chilton Road.  Mr Mulvihill from the Environment & Economy Department of OCC in charge of Major Projects Commercial Delivery advised there were not enough contributing factors to justify closing Chilton Road at its junction with Hagbourne Hill, with only three slight accidents recorded.  The parishioners stated that in addition to these there had been many ‘near misses’ not recorded and were concerned that it would take a death or serious accident to bring about a change to the anticipated increasing volume of traffic proceeding down Chilton Road.  It was noted that 62 objections to the proposed Highways plan for the area had been lodged, a considerable proportion of the village.

Various possible solutions were discussed, after which it was agreed that if Chilton Road were to remain open, it would be necessary to implement other mitigations to reduce the speed of vehicles descending Chilton Road, improve the safety of the Hagbourne Hill / Chilton Road junction and safeguard cyclists on Route 544 of the National Cycle Network.  The interest of Sustrans in this matter was also noted, as well as the MP Ed Vaizey.  The preferred solution would be the erection of a No Right Turn sign at the Hagbourne Hill/Chilton Road junction, thus eliminating the bulk of the traffic cutting across the main road, increasing safety for pedestrians and cyclists and avoiding vehicles waiting to turn causing hold-ups.  An alternative suggestion would be to install a chicane along Chilton Road, a more expensive alternative that would require purchase of adjoining land if it was not wide enough. The parishioners also requested consideration be given to an alteration to the width of the road at the turning into Chilton Road from the A417 as at present motorists speed round the corner.  Mr Norman also stressed the importance of providing a pedestrian crossing to assist pedestrians crossing from Station Road to Chilton Road,; this would also assist vehicles exiting Station Road, currently very difficult because of the flow of traffic along the A417 which would only get worse.

Mr Mulvihill agreed to discuss these suggestions with Highways and hoped to get a response in a week.

Mr Mulvihill and the public left the meeting, which was then reconvened.

6. Matters arising:

Parish Council Meeting on 18th November:

a) Parish plan questionnaire – Mr Traynor reported that the draft questionnaire (previously circulated) was almost ready to go onto Survey Monkey, who would analyse results; a separate youth section was being completed.  Mr Traynor requested all councillors to read through the questionnaire again and advise him of any changes, omissions etc.  ALL

b) Amendment to Standing Orders “Openness of Local Government”, having been previously circulated, was approved.  Clerk to post revised version of Standing Orders onto website. Clerk

c) Storage of marquees – Dr Lott reported he had received a quotation from Dancover for storage bags totalling £173.20.  All AGREED that these should be purchased immediately. POST MEETING NOTE: Dr Lott advised that Uptonogood would pay for the marquee covers. RL

d) Stream Road flooding: Dr Lott reported he had written to OCC and received a positive response to his request for them to fund the necessary improvement works (£1600 + VAT); they will issue a Purchase Order and UPC will then invoice them for the amount.  It was agreed Mr Reid would put an item in the Upton News advising residents of the forthcoming works. DR

e) Annual Community Emergency Planning Survey 2014/15 – Mr Reid would complete the return of form A to the council, advising the names of Upton’s official representatives comprised of Chairman and Clerk plus emergency coordination group (Mr Reid, Mr Traynor and Mr Ross).  Mr Reid reported on the planning workshop he had attended in Witney; many different communities were represented, with many different approaches being suggested.  He had been contacted by Mr Ian Ross, a local crisis management expert, who had offered very helpful advice. The Emergency Plan itself would identify the main reception centre (Village Hall), plus a secondary site (George & Dragon).  Mr Reid agreed to advise the Landlord. Appendices to the plan would cover flood, snow, adverse weather (wind), and a major event.   A Communications Plan will also be developed – to contact residents by phone, email or door knocking etc.  Finally it would be necessary to solicit people round the village who have useful assets or skills via Upton news, e.g., snow clearing equipment.  Mr Reid proposed submitting form A plus the plan, in 3-4 weeks, all AGREED. At a future date it would also be necessary to test the resilience of the Plan. DR

f) Assets of Community Nomination Form – George and Dragon (circulated) – Mr Traynor updated the meeting on his proposal; he had added in missing items and was ready to submit the form.  He also agreed to discuss it with the George & Dragon Landlord. RT

Extraordinary Meeting on December 2014 (taken under planning)

7. Business to be transacted:

a) Financial Report to 31st December and 2015 Budget – Mr Norman reported the main expense in 2015 would be UVH kitchen upgrade for which there would be a shortfall in the region of £9202 after invoices had been paid and before grant monies and VAT reclaim were received. It was AGREED any shortfall could be subsidised with UPC funds. It was AGREED that all monies set aside in the UVHAT Kitchen fund could be used on any UVHAT infrastructure project. In the Budget it was suggested increasing the Precept to £8000, as UPC had no other income and fixed costs had all increased since last year. After discussion it was AGREED to increase the amenities maintenance figure to £1200.  In addition it was considered prudent to increase the contested election figure to £1700 in view of advice received from South and Vale. Playground reserve to be increased to £2000. Donations would be decided at the March meeting.

b) 2015 Precept – suggested increase of £500 to £8000 – proposed by Mr Reid and seconded by Mrs Shaw, unanimously approved.  Clerk to submit Precept Form to OCC. Clerk

c) Review Election Procedures for May 2015 – Clerk advised relevant documentation would be received from Vale in due course.

d) Methodist Chapel – possible future use:  it was noted that the property was currently rated as D1 Community use. Although considered advantageous to try and retain the building as a second village hall, it was considered unlikely the Methodist Church would allow it to remain so.   After discussion, it was AGREED that Mr Fraser would discuss the matter with Cllr Shelley of Vale Planning Department and seek her advice.  If so recommended, an approach could be made to the Methodist Church requesting them to put in an application for several smaller units of sheltered housing, which would then be fully supported by UPC. SF

e) Damage to goal posts on recreation ground – Mr M Brown had rebuilt the goalposts.  Mrs Shaw noted tyre tracks on the ground, so unlikely damage was caused by children.

f) Proposed new wider gate to future burial ground – As the original gate was never big enough and new mower is even bigger, a much wider gate is needed.  Mr Brown had submitted a quote for £131 and sought UPC approval to commence the work so it could be completed before spring mowing commenced.  This was unanimously AGREED.  Dr Lott to advise Mr Brown to go ahead. RL

g) Footpath 21 – email from Mr M Brown (as footpath warden) had been circulated – it was noted this footpath from Stream Road up to the A417 was overgrown and had a leaning fence, but was still passable. It was agreed the footpath should not be closed, but the fence repaired and a working party should clear the path. Mrs Shaw agreed to speak with the fence owner personally. LS

h) Recreation ground: spraying with herbicide. After discussion it was agreed to accept quote of £280 from herbicide contractor, work to be carried out early spring.

i) Vale Public Consultation on Local Plan 2031 Part 1 – circulated.  UPC made comments directly to Cllr Shelley.

j) Date of Annual Parish Meeting (currently Monday 20th April) – This was AGREED.  Mrs Shaw tendered her apologies as she would not be able to attend.

8. For noting:

Planning:

• P14/V1123/LB Stocks, Stream Road – Permission for outbuilding for use as a study and gym granted, subject to prior approval of eaves, joinery materials and verge; no separate curtilage to be created. 17th December.
• P14/V1821/FUL Water Pumping Station West Hagbourne – conversion to dwelling. No objections, Vale advised.  Permission granted 2nd October 2014
• MW.0105/14 – Raymond Brown Minerals & Recycling Ltd., Chilton – retrospective permission granted for installation of security camera mast adjacent to MRF site.
• P14/V2469/Outline Planning Application Methodist Chapel – Vale advised refusal of application on grounds of strong potential interest as community site, harm to existing trees, vehicular provisions inadequate, 18th December.
• P12/V2469/CM Raymond Brown Minerals & Recycling Ltd., Chilton Waste Transfer Station – permission granted for revised restoration scheme at a lower level. 19th Dec.
• P14/V2550/FUL  – The Gate House, Upton Road, replacement of existing dwelling with single family dwelling.  Vale advised of UPC objections on grounds of overbearing nature of proposed dwelling.  [Fire at Vale offices may delay decision]

9. Correspondence

• Came & Co., confirmation of John Deere insurance
• DVLA – Registering and licensing of new John Deere mower (resubmitted )
• Message from the Leader of Oxfordshire County Council re budget cuts (circulated)
• Cllr Stewart Lilly and Patrick Mulvihill – emails regarding Chilton Road (circulated)
• Vale DC – Upton Parish Register of Electors

10. Receipts since last meeting

• Bank interest November 38p, December 34p
• HMRC VAT repayment  £1078.02 Nov

Angela Hoy, Clerk
Tel:  01235 851726
5th February 2015

Appendix A – Schedule of payments

Description	Amount
Mrs A Hoy (salary, November & December @ £149.60 per month) BACS payment;	£299.20
HMRC PAYE Mrs A Hoy	£112.20
Cemetery Loan (DD)	£412.91
Storage Bags for Marquees (electronic transfer)	£173.20
TOTAL	£997.51

UPTON PARISH COUNCIL

Minutes of Extraordinary Meeting of Upton Parish Council

Upton Village Hall Meeting Room, Tuesday 30th December 2014 at 6.00 pm

PRESENT:   Mr S Fraser (Chairman), Mr R Traynor, Mrs L Shaw, Mr D Reid, Mr S Norman, Mrs A Hoy and three members of the public

1. Apologies for Absence – Dr R Lott

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 closed to meeting to allow the concerned members of the public to give their views.  A relative speaking on behalf of the owner of the adjoining property Upton Lodge Cottage read out a statement describing the potentially overbearing nature of the proposed new building which, although having architectural merit, would be considerably bigger than the original house due to be demolished; in addition, due to the elevation of the site, it would be much higher and both the bedroom and the balcony would overlook Upton Lodge Cottage.  The location was some 4-6 metres nearer to the boundary than the previous building.  The architect had stated that there was a screen of trees but it was pointed out that these trees were deciduous and therefore for a large part of the year would not provide any screening effect.  There had not been any communication from either the contractor or the applicant with the owner of Upton Lodge Cottage.

4. Planning:

P14/V2550/FUL – The Gate House Reading Road Upton OX11 9HP – replacement of existing dwelling with single family dwelling.  The meeting was then reconvened.  Mr Fraser reported that a site visit had taken place on Monday 22nd December at 11.30am ; it was noted that the building was being situated at the extreme edge of the site to avoid encroaching on an area of paddock, which would require change of use of the land; however, the Council shared the concerns of the neighbour about the overbearing nature of the proposed dwelling and voted unanimously to object to the application in its present location.  The Clerk was instructed to advise the Vale accordingly. Clerk

Appendix A – Schedule of payments (ratification of cheques previously signed)

Description	Amount
Came & Co., additional insurance premium/mower	£68.93
Shoretrax, maintenance of playground equipment	£150.00
UVHAT, hire of hall	£30.00
TOTAL	£248.93

Angela Hoy, Clerk
Tel:  01235 851726
2nd January 2015