UPTON PARISH COUNCIL

Minutes of meeting of Upton Parish Council in the Village Hall on
Tuesday 22nd May 2012 at 8.00 pm

PRESENT:  Mr J Dickens (Chairman), Dr R Lott, Mr S Norman, Mr B Shaw, Mrs C Lightfoot (Clerk)
Part time: Ms J Shelley (District Councillor), Mr A Caffyn, Mr K Dijksman, Mr & Mrs B Arnold

1.   Apologies received from Mr Fraser and Mrs Shaw

2. Declarations of Interest
Members are asked to declare any personal interest and the nature of that interest which they may have in any of the items under consideration at this meeting. Any Member arriving after the start of the meeting is asked to declare personal interests as necessary as soon as practicable after their arrival even if the item in question has been considered.  None Registered.

3. Minutes of meeting on 20th March and extraordinary meetings held on 3rd April, 16th April and 1st May, and Annual Parish Meeting on 16th April, having been previously circulated were agreed to be a true record and signed by the Chairman

4. Matters arising:
    Parish Council Meeting on 20th March:
(i) Queen’s Diamond Jubilee: Mr Shaw reported that invitations to the Bring and Share BBQ had
  been delivered to each household.

Annual Parish Meeting on 16th April
(i) Additional dog bin: the PC did not reach agreement on the need for this.  This might be a question for the Parish Plan.

(ii) Cycle track to Blewbury:  Mr Norman  to write to Mr Sumner (OCC) to thank him for     SN
the improvements which have recently been made to the steps mid-way across Coffin Way.
  A watching brief to be kept on continuing improvement to Coffin Way.

(iii) Revisiting parish plan:  The Parish Council fully endorsed revisiting the Parish Plan as an Aim and Objective.
  
5. PCSO’s report – no report received

6. Villagers’ Forum
(i) Mr Dijksman (representing Mr & Mrs Arnold) spoke about concerns relating to apparent inconsistencies within the Vale’s Planning Department decision making process which in his opinion occurred with the Maslina planning application and  subsequent developments in that area.   Mr Dijksman informed the PC that it was intended to submit  a new planning application  to VOWH shortly this was likely to contain the option of affordable homes or some smaller dwellings on the plot.

7. County Councillor’s Report – no report received

8. District Councillor’s Report – Ms Shelley referred to a number of Press Releases which had been  issued by the Vale.   That which had most impact being the Interim Housing Supply Policy, see item 9(iv).

9. Planning:
(i) Planning Application P12/V0952 Revision A  – Littlecote High Street.  Erection of single & 2    storey extensions.  Erection of garage and carport with home office/gym over.
  The plans, having been previously circulated, were discussed.  The PC agreed to respond
  “No Strong Views”.  Clerk to advise the Vale.     Clerk

 

(ii) Planning Application P12/V1034 – Cornerways, Church Street.  Installation of pair of wrought    iron gates with a wall either side.  The plans, having been previously circulated, were discussed.      The PC agreed to respond “No Strong Views”.  Clerk to advise the Vale.  Clerk

(iv) Planning Application P12/ V0759 – Alden Farm.  Conversion of milking parlour to accommodation.  It was noted that permission had been granted.

(v)  Interim Housing Supply Policy:  The Vale issued a press release on 11th May 2012
stating that changes in planning law introduced by the Government’s National Planning Policy Framework (NPPF) mean that IHSP proposals shall not now be adopted as a formal policy of council  as the Core Policy for VOWH under NPPF will be in place prior to IHSP
IHSP sites submitted will be examined and pre-application advice given, any proposals shall proceed as per normal planning applications.

10. Reports from Councillors on areas of responsibility:
(i) Roads and Footpaths: it was noted that OCC has agreed to UPC continuing to cut footpaths.
(ii) Young Parishioners: 
Playground:  the Chairman reported that the release of WREN’s grant is in sight and is awaiting   their Board’s approval.  It is hoped to start work on 18th June.  Dr Lott said that Sure Tracks  will shape and resurface the cycle humps.  Dr Lott to liaise with the Working Group to   coordinate the work.         RL
(iii) Village Hall:  it was noted that the Caravan Rally had been postponed due to inclement weather.
(iv) Communications:  The Chairman proposed that the clerk forward planning information to the
Editor of Upton News for inclusion each month.
(v) Volunteer Group: the Chairman said that a robust strimmer would be a useful piece of equipment. Dr Lott proposed the purchase of a hedge trimmer.
  Mr Fraser to be asked to investigate and bring a proposal to the next meeting.  SF
(vi) N.A.G. – nothing to report
(vii) UKAEA Stakeholders Committee:  Dr Whitmell had circulated a note stating there had been  nothing of direct, significant interest to Upton at the March meeting.  The next meeting will be  held on 5th July.
(viii) Parish Transport Rep: nothing to report
  
11. Finance:
 
(i) Adoption of accounts.  The Clerk circulated copies of the accounts.  It was proposed that these be adopted by Dr Lott and seconded by Mr Shaw, and unanimously agreed. 

(ii) Ratification of Annual Governance Statement: a copy of the Annual Governance Statement was distributed.   It was proposed that this be certified as correct, proposed by Dr Lott, seconded by
Mr  Shaw.
The clerk thanked Mr Norman for his help with preparing the accounts and Mr S. Powell for  carrying out the internal audit.

(iii) Invoices for payment since last meeting
a) Clerk’s salary:  Gross £321, less PAYE £80.25 = £240.75
b) Sundry purchases: APM refreshments, recreation ground lock & chain, stationery: £57.55
c)   Oxfordshire Playing Fields subscription: £35
d)  John Owen of Exeter – Jubilee mugs*: £346.20 (including VAT)
e)  OALC*
 
The above items were agreed for payment.    *chqs sent since last meeting
 
(iv) Receipts since last meeting:  HMRC repayment of VAT: March £4.07, April £22.18
A donation of £100 has been received from Chilton Waste towards the Jubilee mugs.

(vi) Bank interest March .34p, April 37p,
Receipts were noted.

 

12. Documentation 2012-2013

(i) Aims & Obectives:  The Chairman agreed to present this at the July meeting.
(ii) Asset Register:  Mr Norman had reworked the Asset Register (copy filed with these minutes).
This document is required as part of the Audit of accounts.

13. Correspondence:

(i) Air Ambulance recycling box:  the PC had concerns about the size of this container and was not unanimously in favour of this being installed.

(ii) Burial of ashes in recreation ground and memorial plaque: the PC agreed in principle to the strewing of the late Mrs Sidney Hardwick’s ashes around the trees on the right hand side of the car park.  It was agreed that the request for a memorial plaque on the ground could create difficulties with mowing.  The family to be asked to consider putting a plaque on one of the trees or to provide a bench to which a plaque could be affixed.

(ii) It was noted that acknowledgments had been received from Air Ambulance, Vale & South Carers,   Oxfordshire MS Therapy, Chilton Pre-School, Home Starters & Oxfordshire Assn     for the Blind, following our donations.
 
14. Meeting Dates: clerk to circulate a list of proposed meeting dates for 2012-2013.
The next meeting will be held on Tuesday 17th July at 8.00 p.m.
 
 

Clare Lightfoot, Clerk
Tel:  01235 850486
29th  May 2012

UPTON PARISH COUNCIL

Minutes of  An Extraordinary Meeting of Upton Parish Council in the Village Hall Small Meeting Room
on Tuesday 1st May 2012 at 7.00 pm

Present:  Dr R Lott (Chairman), Mr S Fraser, Mr S Norman, Mr B Shaw, Mrs L Shaw, Mrs C Lightfoot (clerk)

1.  Apologies received from Mr Dickens

2.  Declarations of Interest
Members are asked to declare any personal interest and the nature of that interest which they may have in  any of the items under consideration at this meeting. Any Member arriving after the start of the meeting is  asked to declare personal interests as necessary as soon as practicable after their arrival even if the item  in question has been considered. None recorded

3. Planning

(i) Planning Application:

P12/V0682 – erection of an agricultural building for the storage of hay and straw at Ingham’s Farm, Reading Road, Upton

The plans, having been previously circulated, were discussed and comments received from Mr Dickens were considered.  The consensus of the members was that there were no strong views  on the application.  The Clerk to advise the Vale accordingly.    Clerk

4. Correspondence

(i) The Vale requested feedback on the consultation taking place regarding the proposed reduction in the number of district councillors.  Individuals are invited to respond via the Vale website.
(ii) Air Ambulance charity recycling bin:  a request has been made from Air Ambulance, via UVHAT, to site a recycling clothes bin close to the village hall.  It was agreed to put a note in Upton News
asking for comments.  Clerk
(iii) Letter from Stewart Lilly Associates requesting an opportunity to speak with the Parish Council on a planning matter.  It was agreed to invite Mr Lilly to speak to the Parish Council during the “Open Forum” session of the meeting on 22nd May 2012.

Meeting closed at 7.25 p.m.

Clare Lightfoot
Clerk/Upton Parish Council

1st May 2012

UPTON PARISH COUNCIL

Minutes of the Annual Parish Meeting of Upton

Held on Monday 16th April 2012 at 7.30 p.m. in the Village Hall

Present: Mr J Dickens (Chairman), Mr S Fraser, Mr S Norman, Mr B Shaw, Mrs L Shaw

Ms J Shelley (District Councillor)

Mr S Lilly (County Councillor)

Mrs J West (Upton Village Hall Amenities Trust)

Dr D Whitmell (UKAEA Stakeholders)

2 members of the public

1. Apologies for absence

No apologies for absence were received

2. Minutes of the annual parish meeting held on 11th April 2011 were read.

The minutes were agreed to be a true record and signed by the Chairman.

3. Annual Reports

(i) Parish Council Chairman

Mr Dickens opened the meeting by welcoming those present. In his report he thanked the Playground Working Party for their hard work in securing a grant from WREN and getting the project to the point of going out to tender. He said that we were grateful to Uptonogood who had made a significant financial contribution towards the project. He noted that an improvement had been made to Coffin Way and a traffic calming measure had been put in place in the Chilton Road. Mr Dickens referred to the difficulty in communication to the whole village and urged parishioners to keep an eye on the village notice board for information on extraordinary meetings which are arranged at short notice.

(ii) Parish Council Finance

Copies of Payments and Receipts for 2011/2012, and a status report prepared by Mr Norman and the Clerk were circulated. The accounts showed a reserve of ~£7000k.

Mr Betts asked whether it would be prudent to increase the precept in order to cover the cost of those tasks which were outside the Working Group’s remit. Mr Simpson said that as a rule of thumb reserves should equal 6-12 months expenditure. It was agreed that the precept should remain as at present.

(iii) District Council

Ms Shelley reported that the Vale’s Corporate Plan finishes this year. She referred to the Interim Housing Supply Policy (IHSP) which is a scheme to plug the gap in the shortage of housing in the Vale. The final policy is expected to be adopted at full council on 16th May 2012 at which point, any sites judged suitable will be invited to submit a planning application. She reported that the Vale had frozen council tax for the current year, 2 hour free parking had been introduced in the Vale’s car parks, frontline services had been protected.

A copy of Ms Shelley’s reported is filed with these minutes.

(iv) County Council

Mr Lilly reported that this had been a tough year with £119M being cut from OCC’s budget. He said that no libraries had been closed in the county, potholes were nearly up to speed, vulnerable children and the trafficking of children were priority. More schools were applying for academy status.

Transport: he reported that:

• Oxfordshire had the best countywide bus services with more commercial routes.
• OCC was working to enhance freight traffic on the rail, taking 16,000 tons off the A34 annually.
• Didcot Parkway’s improvements had now begun.
• Cabinet of the Council were meeting to discuss Local Transport Plan No 3 (LTP3).
• The “Harwell Relief Road” which would relieve congestion in the villages was back on the agenda.

In conclusion Mr Lilly reminded the meeting that the Big Society Fund is available for village projects. He would like to be kept informed of any applications which we make.

(iv) Parish Transport Representative

A report by Mrs West was circulated, copy of which is attached to these minutes.

In her report Mrs West said that the new contractor’s drivers had initially had problems with knowing the route and in some instances left before the due time. She urged passengers to report any such incidents to the company. The Chairman thanked Mrs West for her report.

(v) United Charities: Mrs Whitmell, in her report, again reiterated that if anyone wished to nominate a recipient for a grant she should be contacted. Clerk to contact Mrs Whitmell to ask if it would be appropriate to advertise this in Upton News. Clerk

(vi) Blewbury School: a report by Mrs Andrea Brown, together with a letter from OFSTED, was circulated. It was noted that the school had received a good OFSTED report.

(vii) UVHAT: In her report Mrs West thanked Mr Simpson for his excellent work as treasurer and for bringing the new UVHAT deed to completion. Mr Hetherington was also thanked for his plumbing services over many years. It was noted that Mrs Caffyn has now been appointed as Treasurer and Mr Fraser has offered to help with small plumbing jobs. Mrs West was thanked for her report and for her tireless work for the village hall.

(vii) Neighbourhood Watch: Mrs Davies reported that during the year theft of oil, theft of dogs and a burglary had been reported. She said after 12 years as Neighbourhood Watch representative she was handing the baton to John Lightfoot. Mrs Davies was thanked for her commitment to NW in the past.

Ms Shelley stated the importance of reporting any incident of crime to the police.

(viii) St. Mary’s Church: a report was circulated, no questions were raised.

(ix) UKAEA Stakeholders: Dr Whitmell said that the impending storage of waste at Harwell will not affect Upton. He will keep an eye on what is happening and keep us informed.

Dr Whitmell was thanked by the Chairman for his work on this forum.

4. Open Forum

(i) Additional Dog Bin: it was suggested that an additional dog bin be installed on the footpath which runs along the side of the cemetery. (Clerk’s note: the annual cost of emptying a bin is ~£58). No decision was made.

(ii) Harwell Enterprise Academy: a letter had been received in this connection. Further information can be found on the Upton Village web site.

(ii) Revisiting the Parish Plan: it was agreed that this be considered by the Parish Council.

(iii) Cycle Track to Blewbury: it was suggested that an eye be kept on further improvements.

5. The Chairman’s Closing Remark

The Chairman thanked those present for their attendance.

The meeting closed at 9.20 p.m.

6. Date of next meeting – Monday 1st April 2013

Clare Lightfoot

Clerk Upton Parish Council
30th April 2012

UPTON PARISH COUNCIL

Minutes of Extraordinary Meeting of Upton Parish Council
in the Village Hall,
on Tuesday 3rd April 2012 at 7.00 pm

Present:  Mr J Dickens (Chairman), Mr S Fraser, Mr S Norman, Mrs L Shaw, Mr B Shaw
Mrs C Lightfoot (clerk), and 20 parishioners

1.     Apologies received from Dr 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 of the items under consideration at this meeting. Any Member arriving after the start of the meeting is  asked to declare personal interests as necessary as soon as practicable after their arrival even if the item  in question has been considered. Mrs L Shaw and Mr B Shaw declared an interest at item 3(ii).

3. Planning matters:

(i) Planning Application:
P12/V0645/ZZZ – Hedgewell, High Street. Extensions and alterations to create a 2 storey    dwelling with rendered walls.  Applicant Mr V Woolgar

The Chairman opened the meeting, suspended regulations, and invited comments from parishioners.
The meeting reconvened and taking account of parishioners comments the Parish Council unanimously agreed that this application be refused on the following grounds:

· The development is over dominant and not in harmony with adjacent dwellings;
· The design density, scale and appearance is inappropriate for the plot size and location;
· The proposed development will have a negative impact on neighbouring properties creating loss of privacy, overshadowing and loss of light;
· Highway safety issues – parking is already difficult in this narrow part of High Street and will be further exacerbated. The application will generate more traffic and parking problems given the intended size, number of bedrooms and minimal parking afforded for the proposed development.

Clerk to advise the Vale Planning Department that the Parish Council refuses this application.   Clerk

(ii) Interim Housing Supply Policy (IHSP): comment on screening submitted by Mr de Wilde, Beeching Close

Mrs Shaw and Mr Shaw withdrew from this part of the meeting which took the form of an open forum.

Mr Fraser explained to the meeting that in order to address the shortfall in the housing supply the Vale is interested in proposals for parcels of land to supplement those which already have planning permission.  Under IHSP relaxation of selected local plan policies occurs.  Landowners were invited to submit potential housing sites for consideration. The policy requires that sites are to be:

· Suitable
· Sustainable
· Growth proposed is proportionate for the location
· Deliverable (ie would have to be built within 12 months of  development being agreed under IHSP)

 

Mr Dickens stated for clarification that this is screening for potential developments at this stage and any permitted development would still have to go through the normal planning application stages. The proportional growth requirement for the village is projected to be 12 new residences by 2016 and this screening application is for 4. At this point we are simply invited to comment on the proposal.

A discussion then ensued and questions were raised.

The question of access was raised.  Mr de Wilde said that access to the site had not been fully explored,  however it would be via a private road over which current residents have rights of access.  Mr de Wilde explained that the development would be on the old railway embankment which incorporated part of the old railway goodsyard which is brownfield,   In order to clean the site a metre would have to be taken off the top of the land.  Mr de Wilde said that in his view this development would have the least impact on the village if the village’s housing stock has to be increased.

Parishioners commented:

This is an extension of the village line.
The land is amenity land and not brownfield and a refusal for change of use to an orchard had occurred in 1989.
The visibility of the development would not be beneficial to the character of the village.
There would be significant disruption from traffic if materials need removal from the site.
The access is a private road with access rights for the current dwellings of 5 in number. To increase the development to 9 houses with the same access is not viable and the access is very narrow.

The chair requested if there were any positive comments to be presented in favour of the proposal and reminded the parishioners that consideration should be given to the potential requirement of 12 dwellings to be located within the village.

No positive comments were forthcoming.

The Chair advised that the PC would forward these comments to the VOWH.  He thanked the parishioners for their attendance and closed the meeting.

Clare Lightfoot
Clerk/Upton Parish Council

4th April 2012

UPTON PARISH COUNCIL

Minutes of a Meeting of Upton Parish Council in the Village Hall on Tuesday 20th March 2012 at 8.00 pm

Present:  Mr J Dickens (Chairman), Mr S Fraser, Mr S Norman, Mr B Shaw, Mrs L Shaw, Mrs C Lightfoot (clerk)
Part time: Councillor S Lilly, Councillor Ms J Shelley, PCSO D Clements

1.   Apologies received from 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 of the items under consideration at this meeting. Any Member arriving after the start of the meeting is asked to declare personal interests as necessary as soon as practicable after their arrival even if the item in question has been considered. Mr S Fraser declared an interest at item 11.3(i)

3. Minutes of meetings held on 17th January and extraordinary meetings held on 7th February, 23rd February and 13th March having been previously circulated, were agreed to be a true record and signed by the Chairman.

4. Matters arising:
a)   Parish Council Meeting on 17th January
i) Caravan Rally – Action completed
b) Extraordinary meetings held on 7th, 23rd February & 13th March 2012 taken under Agenda Item 8.

5. PCSO’s report
PCSO Clements reported that rural crime had increased.  A PCSO has been assigned to liaise with farmers and mapping had been carried out showing owners of land.  She cited a number of local incidents including poaching, theft from oil tanks and burglaries.

6. County Councillor’s Report
Councillor Lilly said that each county councillor has an area stewardship fund to be allocated to parishes for highway improvements. He also referred to the Big Society Fund which seeks applications for community benefit.  Mr Lilly would like to be kept informed if any such applications are made so that he can endorse these.  Clerk to advise UVHAT of this scheme.         Clerk
He advised that there is a new chain of command evolving with OCC now being responsible for Oxfordshire’s Local Health Watch which is to be the new independent voice and consumer champion for patients, service users, public health and adult social care.

7. District Councillor’s Report
Councillor Shelley reported that she has a small fund allocated which she will divide between the parishes for which she is responsible.  She explained the way forward for implementation of the Interim Housing Supply Policy (see item 8(ix).

8. Planning
i) 11/02791/FUL Torpids:  proposed erection of 2 bay car port, proposed widening of  existing access.  The Vale’s decision is awaited.
ii) 11/02900/FUL Littlecote:  the proposed erection of single and two storey extensions, erection of garage and car port with home office/gym over, has been permitted.
iii) 11/02491/COU Wattle Cottage Farm: change of use from agricultural to recreational land for equine purposes.  Commercial livery yard and ancillary buildings.  The Vale’s decision is awaited.
iv) 11/02936/FUL Upton Lodge: extension and refurbishment of existing garage. Permission has been granted.
v) 12/00180/OUT Maslina: Reading Road.  Outline application for demolition of existing dwelling and erection of 3 dwellings. The Vale’s decision is awaited.
vi) 12/00271/FUL 2 Chuch Street Cottages: proposed oak framed single storey orangery.  The Vale’s decision is awaited
vii) 11/02454/FUL Stream Cottage: proposed inclusion of scrub land as part of the dwellings amenity.  Vale’s decision is awaited.
viii) 12/00331/FUL Shearbarn Cottage: – proposed alterations and extensions. Demolition of existing garage and construction of new garage building with home office.Vale’s decision is awaited.
ix) Update on Interim Housing Supply Policy (IHSP):   District Councillor Shelley reported that the Vale had received 174 responses, of which one related to Upton.  She said that because of the great response the Green Belt and Area of Outstanding Natural Beauty (AONB) will be excluded from the process.  Screenings will be evaluated on sustainability, affordability and accessibility.
The Vale is requesting comment from the Parish Council by 20th April.
It was agreed to hold an open meeting on Tuesday 3rd April at 7.00 p.m. to discuss the Upton screening.   Mr de Wilde to be invited to attend.  Clerk

9.  Villagers’ Forum – in the absence of parishioners, no forum was held.

10. Reports from Councillors on areas of responsibility
i) Roads and Footpaths:
It was noted that the broken gate on A417 on approach from Blewbury has been repaired.
Footpath Maintenance:  Mr Norman will contact OCC to renegotiate the PC’s contract for  maintaining footpaths.        SN
ii) Amenities including Recreation Ground
§ QEII Field status: following debate it was agreed to retain the present status of the recreation ground, ie Parish Council retains ownership.
§ Dr Lott had circulated information on wooden humps to improve and tidy  the cycle area.  He suggested that funds could be made available from Uptonogood.  This met with the approval of the Council.
§ The gate lock and chain has once again disappeared.  It was suggested that a combination lock be purchased.     Clerk
iii) Young Parishioners including Play Area:
The Chairman noted that the Playground Working Group is still negotiating with a potential  supplier.  A meeting will be held when all the information is to hand.
iv) Village Hall:  the Chairman reported that Mr Brown had project managed the repair of drains with ABS.  Clerk to write to Mr Brown to thank him for his help.   Clerk
v) Communications:  Mr Shaw said that there had been some issues with putting information on to the web.  It was noted that we no longer have jurisdiction over what appears in Upton News.
vi)  Volunteer Group: parishioners are invited to join the Litter Pick on Saturday 24th March commencing at 9.15 a.m.
vii) N.A.G:  Mr John Lightfoot has volunteered to act as NAG representative.  Clerk to write to Mrs Davies, the retiring NAG representative, thanking her for her work over the past 12 years.          Clerk
viii) UKAEA Stakeholders Committee – a comprehensive status report had been prepared by
Dr Whitmell and circulated to councillors in advance of the meeting.
ix) Parish Transport Rep: the next meeting of this forum will be held on 13th April 2012.

11. Finance
i) Invoices for payment since last meeting

i) Clerk’s salary:  Gross £321, less PAYE £80.25 = £240.75
ii) HMRC – quarterly payment of PAYE – £160.50
iii) OALC annual subscription – £110.89 (+VAT)
Payment of the above invoices was agreed.

ii) Receipts since last meeting:
i) Bank interest Jan 39p, Feb  37p
ii) HMRC repayment of VAT: Jan £54.23
Receipts, as stated above, were noted.

iii)
i) Charitable donations
Following discussion the following charitable donations were approved:
£100 – St Mary’s Church (in respect of upkeep of cemetery)
£50   – Air Ambulance
£50 – Vale & South Carers
£50 – Oxfordshire MS Therapy
£50 – Springline Methodist Church
£25 – Chilton Pre-School
£25 – Home Starters
£25 – Oxfordshire Association for the Blind
£25 – Mr Churchman (gratuity for locking recreation ground gates).  This payment is  justified under para 8 of the Local Government Act 1972.

The Chairman will speak to Mrs Sayers to offer financial support for the printing of Upton News.
It was agreed in principle to make a donation towards the Queen’s Diamond Jubilee celebrations.

12. Queen’s Diamond Jubilee Celebrations: Mr Shaw reported that at a meeting of volunteers, held on 10th March, the following ideas were muted:  a flower festival will be organised by Mrs West  over the weekend, with teas in church on the afternoon of Saturday 2nd June.  A bring and share  BBQ to be organised on Sunday 3rd June in the Recreation Ground, with fun dog competitions, children’s races and a family game of rounders.  A big screen will be available in the hall for people  wishing to watch the flotilla on the Thames in London.
This information has been circulated with Upton News by email or hard copy.

13. Correspondence:
(i) Harwell Enterprise Academy – Clerk to forward this information to Upton News with a link   to the web site.         Clerk
(ii) Localism Act and Councillors Code of Conduct: further information from the Vale is awaited.

14.  Date for next meeting
Annual Parish Meeting – Monday 16th April 7.15 for 7.30.
Parish Council – Tuesday 22 May at 8.00 p.m.

Clare Lightfoot, Clerk
Tel:  01235 850486
20th March 2012

 

UPTON PARISH COUNCIL

Minutes of Extraordinary Meeting of Upton Parish Council
in the Village Hall Small Meeting Room
on Tuesday 13th March 2012 at 8.00 pm

Present:  Mr J Dickens (Chairman), Mr S Fraser, Mr B Shaw, Mrs L Shaw,
Mrs C Lightfoot (clerk),
1 parishioner

1.     Apologies – Dr R Lott and 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 of the items under consideration at this meeting. Any Member arriving after the start of the meeting is  asked to declare personal interests as necessary as soon as practicable after their arrival even if the item  in question has been considered. None recorded

3.  Discuss with Playground Working Party appointment of contractor
This discussion was postponed due to the design information not being available.

4.  Planning Application:

  12/00331/FUL: proposed alterations and extensions.  Demolition of existing garage and     construction of new garage building with home office.   Shearbarn Cottage, Pound Lane.

  The plans having previously been circulated were discussed.  The Parish Council had no objections   to the proposal but in the response to the Vale would suggest that consideration be given to the    materials used in relation to the environs.     Clerk

 

 

Clare Lightfoot
Clerk/Upton Parish Council

16th March 2012

UPTON PARISH COUNCIL

Minutes of Extraordinary Meeting of Upton Parish Council
held in the Village Hall Small Meeting Room
on Thursday 23rd February 2012 at 8.00 pm

Present:
Mr J Dickens (Chairman), Mr S Fraser, Mr S Norman, Mr B Shaw, Mrs S Shaw,
Mrs C Lightfoot (Clerk)

1.   Apologies received from Dr Bob 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 of the items under consideration at this meeting. Any Member arriving after the start of the meeting is  asked to declare personal interests as necessary as soon as practicable after their arrival even if the item  in question has been considered.  Mr S Fraser declared an interest on Item 4(i).

3. Playground: update by working group.  PC’s approval required on selection of supplier and equipment.  Discuss contract stage.  Due to a misunderstanding over the date of the meeting, no  Playground Working Group members were in attendance.  The discussion was therefore deferred to a date
to be arranged.

4. Planning Applications:

(i) 11/02454/FUL: Inclusion of scrub land as part of the dwellings amenity that has been such for a period of two and a half years.  Stream Cottage, Stream Road.  Applicant Mr S Fraser.  The plans, having been circulated in advance of the meeting, were discussed.  There were no objections to this proposal.  The clerk to advise the Vale accordingly.    Clerk
Mr Fraser, having declared an interest, took no part in the discussion.

(ii) 12/00271/FUL: proposed oak framed single storey orangery.  2 Church Street Cottages, Church  Street.  Applicant Mr P Batho.  The plans, having been circulated in advance of the meeting, were  discussed.  There were no objections to this proposal.  The clerk to advise the Vale accordingly.
           Clerk
(iii) Proposal to fell one sycamore tree at Torpids, High Street.   The Parish Council had no  observations to make on this proposal.

 

 

Clare Lightfoot
Clerk/Upton Parish Council

27th February 2012

UPTON PARISH COUNCIL

Minutes of Extraordinary Meeting of Upton Parish Council
in the Village Hall
on Tuesday 7th February 2012 at 8.00 pm

Present:  Mr J Dickens (Chairman) Mr S Fraser, Mrs S Norman, Mr B Shaw, Mrs L Shaw,
Mrs C Lightfoot (clerk)
5 parishioners – part time
 
1.  Apologies – Dr Bob 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 of the items under consideration at this meeting. Any Member arriving after the start of the meeting is  asked to declare personal interests as necessary as soon as practicable after their arrival even if the item  in question has been considered.  None recorded

3. Planning Applications:

11/02491/COU:  Proposed change of use from agricultural to recreational land for equine purposes.  Commercial livery yard incorporating the erection of 10 boxes and ancillary buildings.  Wattle Cottage Farm, Reading Road.   Applicant Mr Thornhill.
The Chairman set aside standing orders to enable parishioners to give their views on this proposal.  The meeting was then reconvened.
(The Chairman referred to an earlier application which had been refused as the proposal was out of keeping in an Area of Outstanding Natural Beauty (AONB).  It was noted that this previous application had gone to appeal and the decision upheld.)
 
Plans had been circulated to councillors in advance of the meeting and a discussion ensued.
In conclusion the Parish Council voted unanimously to object to this application on the following grounds:

· Adverse impact on the environment (light, noise, tranquillity and odour)
· The land available is insufficient  to support the number of horses proposed
· Potential for hazardous incidents on A417, due to increased  traffic
· New development on a greenfield site in AONB
· Unacceptable impact in an area of AONB. The development shall not enhance the landscape
· Concern regarding potential pollution of drainage with animal waste given the proximity of the stream.
The clerk to advise the Vale of the White Horse District Council (VWHDC) accordingly.  CL

12/00180/OUT: Outline application for demolition of existing dwelling and erection of 3 dwellings at Maslina, Reading Road.  Applicants Mr & Mrs Arnold

The Chairman set aside standing orders for parishioners to make their comment on this proposal.
The meeting was then reconvened.
The plans having been previously circulated to councillors were discussed.  In conclusion the Parish Council agreed it did not object to this application but request the following issues be given consideration:

· the height and design be beneficial and befitting in an area of AONB
· concern that the properties be sited in order to minimise the impact in an AONB
· Highways be asked to consider the viability of only one access for 3 properties given the volume of traffic in and out of the development onto the busy A417.

Clerk to advise the VWHDC accordingly.       CL

11/02936: Extension and refurbishment of existing garage at Upton Lodge, Reading Road.
The plans having been previously circulated were discussed.  The Parish Council unanimously agreed that there were no objections to this proposal.   The clerk to advise the VWHDC accordingly.       CL
 

 

Clare Lightfoot
Clerk/Upton Parish Council

7th February 2012

circulation: PC councillors

UPTON PARISH COUNCIL

Minutes of meeting of Upton Parish Council in the Village Hall on
Tuesday 17th January 2012 at 8.00 pm

Present:
Mr J Dickens (Chairman), Mr S Fraser, Mr S Norman, Mr B Shaw, Mrs L Shaw, Mrs C Lightfoot (Clerk)
Part time: Mrs J Shelley (District Councillor)
Mr W Betts, Mrs R Caffyn, Mr D Mason (Playground Working Party)

1.   Apologies received from Dr 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 of the items under consideration at this meeting. Any Member arriving after the start of the meeting is asked to declare personal interests as necessary as soon as practicable after their arrival even if the item in question has been considered. None recorded

New Playground Presentation  
The Chairman invited representatives of the Playground Working Party to update the meeting on progress to date.  Mr Betts said that the Invitation to Tender (ITT) document had been sent out to 6 companies all of whom had responded.  The Working Party is in the process of examining these tenders to establish whether our requirements had been met, looking particularly at design, hygiene factors, aesthetics, and the company’s experience.  The Working Party will investigate the possibility of “no mow” grass around the play equipment in order to facilitate keeping the area tidy and adequate space allowance was requested between play equipment for the lawn tractor access. Mr Dickens suggested that in the future a barrier around the play area may be required to deter dogs.
The Working Party was thanked for their excellent work in moving the New Playground project forward.

3. Minutes of meetings held on 16th November and extraordinary meetings held on 19th December and
4th January 2012, having been circulated in advance of the meeting, were agreed to be a true record and signed by the Chairman.

4. Matters arising:
a)   Parish Council Meeting on 16th November:
i) Caravan Rally – terms and conditions:  Mrs Shaw will draw up brief terms and    conditions in advance of the UVHAT meeting on 21st February.   LS
ii) Stench at top of Stream Road/Reading Road: residents report that this had now abated.
iii) Salt spreader: this has now been purchased and is ready for use
iv) Cleaning bus shelter: the Chairman will keep an eye on the state of the bus shelter  JD
v) Appointment of Internal Auditor:  Mr Powell has agreed to undertake this task.  Mrs Shaw proposed that Mr Powell be appointed auditor, this was seconded by Mr Dickens, with all in favour.  The clerk will contact Mr Powell and suggest that he speaks to Mr Simpson in order to understand what is required.  Clerk to write to thank Mr Simpson for his diligence in undertaking the Internal Auditor’s role over a number of years.          Clerk
b) Matters arising from extraordinary meetings held on 19th December & 4th January 2012 were taken under Agenda Item 8
  
5. PCSO’s report: in the absence of the PCSO no report was received.

6. County Councillor’s Report: in Mr Lilley’s absence no report was received

7. District Councillor’s Report
Mrs Shelley reported that she had received a positive response that the two parishes of West Hagbourne and Upton would not be merged as an outcome of the IHSP exercise.
Waste storage at Harwell: she mentioned that the East Hendred Parish Council were concerned following the report that additional waste is planned to be stored at Harwell.   After discussion it was agreed to ask our UKAEA Stakeholder Representative (Dr Whitmell) to advise on this.  See Item 10(viii).
She also reported that an Electoral review briefing had been carried out and VOWH would have to reduce the total number of councillors from 51 to 34, this would not affect Upton. A VOWH town and parish core strategy workshop was held which determined housing developments were required for up to 400 to 500 houses for the strategy to 2028/29.

8. Planning
  i) 11/01527/FUL – erection of a detached 2/3 bedroom chalet dwelling at land adjacent to    Jasmine, Chilton Road.  It was noted that permission has been granted with     conditions.
  ii) 11/02001/FUL – erection of single storey garage, Tadpoles, Stream Road.
This application has been permitted.
iii) 11/02429/FUL – erection of single storey extension, Torpids, High Street.  Permission  has been granted.
  iv) 11/02791/FUL – Torpids proposed erection of 2 bay car port.  Proposed widening of    existing access – PC had no objections.  The Vale’s decision is awaited*
  v) 11/02900/FUL, Littlecote  proposed erection of single and two storey extensions.     Erection of garage and car port with home office/gym over.  The PC had no objections.     The Vale’s decision is awaited

9.          Villagers’ Forum – in the absence of villagers no forum took place.

10. Reports from Councillors on areas of responsibility
i) Roads and Footpaths: Mr Norman reported that OCC have ordered a replacement gate for that which is damaged at the east end of the village on A417.
ii) Amenities including Recreation Ground:
· QEII Field status:  Mr Dickens said that there were arguments both in favour and against applying for QEII status.  It was agreed that the clerk would contact Mr Simpson (our retiring auditor) to seek his advice on the matter.     Clerk
      A note to be put in Upton News seeking parishioners views on the matter.   BS
· Dog Bins:  The chairman reported that a villager had enquired whether an additional dog bin could be provided at the end of the footpath beside the church.  Councillors were not convinced that the ongoing cost of emptying a third bin could be justified.  This topic will be raised at the Annual Parish Meeting.       Clerk
iii) Young Parishioners including Play Area: 
· Mr Shaw reported that a young parishioner had suggested we might hold a film night, appealing to all ages, in the village hall on a regular basis. 
      Mr Shaw will follow this up. It was noted that whilst the PC is keen to encourage and assists village recreational activities where appropriate this not PC business.
iv) Village Hall: nothing to report
v) Communications: the January/February Upton News is awaited.
vi)  Volunteer Group:
  Litter Pick:  Mr Brown had volunteered to organise the annual litter pick.  Clerk to contact
  Mr Brown asking if he would arrange this for either 17th or 24th March**   Clerk
  The Vale to be asked to provide signs warning of litter pickers in road.
vii) N.A.G.
Mrs Davies had emailed the clerk saying that she would like to stand down from NAG duties.  The Clerk to write thanking Mrs Davies for her past service.  A new representative to be sought.***           Clerk

 

      
viii) UKAEA Stakeholders Committee:
· Dr Whitmell to be asked to advise on the matter of additional waste to be stored at Harwell, as reported in the local press.       Clerk
ix) Parish Transport Rep:
Mrs West advised that the service was getting better after the initial start but they do not always  run on time.   The new bus operator uses a number of different drivers who have to get used to  the route.  
  
11. Finance
i) Invoices for payment since last meeting
  i) Derwent Weighing (salt spreader) £318.56*
  ii) half yearly repayment on loan £412.91, paid by direct debit
iii) Clerk’s salary:  Gross £321, less PAYE £80.25 = £240.75
iv) Kalehurst Garden Machinery (mower servicing) £325.37
*this invoice had already been paid
  The meeting approved payment of these invoices.

ii) Receipts since last meeting:
i) Bank interest Nov 42p, Dec 40p
ii) HMRC repayment of VAT: Nov £24.15, Dec £46.46
  Receipts were noted by the meeting.

iii) Accounts to 31st December:
Mr Norman distributed a summary of expenditure and receipts as at 31st December, showing a    bank balance of £8855.97, which aligns with our forecasts.
    
12. Queen’s Diamond Jubilee Celebrations
The Clerk said that no response had been received following the note in Upton News.
Mr Shaw agreed to write a piece encouraging anyone with ideas on how we might celebrate the  Queen’s Diamond Jubilee to come forward with a view to setting up a working party. BS
Mrs Shelley said that the Vale were considering funding mugs for the Diamond Jubilee.

13. Correspondence
High Sheriff Awards:   this issue had been dealt with by email.  Clerk to advise the High Sheriff’s  office accordingly.

14.  Date for next meeting: it was noted that the next meeting will be held on Tuesday 20th March 2012

Clare Lightfoot, Clerk
Tel:  01235 850486
24th January 2012

Clerk’s notes:
*    Planning application 11/02791/FUL: since this meeting, the Vale has advised that this application is                                                                    permitted.
**  Litter Pick – clerk has advised Mr Brown that 24th March is the preferred date.
***Mr Lightfoot has volunteered to act as NAG representative

 

UPTON PARISH COUNCIL

Minutes of Extraordinary Meeting of Upton Parish Council in the
Village Hall Meeting Room 
on Wednesday 4th January 2012

Present:
Mr J Dickens (Chairman), Mr S Fraser, Dr R Lott, Mr S Norman, Mr B Shaw, Mrs L. Shaw,
Mrs C Lightfoot (Clerk)
2 parishioners

1.  Apologies: there were no apologies

2.   Declarations of Interest
Members are asked to declare any personal interest and the nature of that interest which they may have in  any of the items under consideration at this meeting. Any Member arriving after the start of the meeting is  asked to declare personal interests as necessary as soon as practicable after their arrival even if the item  in question has been considered.  None recorded

3. Planning Application:

11/02900/FUL – proposed erection of single and two storey extensions.  Erection of garage and car port with home office/gym over at Littlecote, High Street.  Applicants Mr & Mrs Caffyn.
The plans, having been previously circulated, were discussed.  The Council had no objections to the proposals.   The clerk to advise the Vale accordingly.      Clerk
The applicant advised the Council that there is currently a TPO on the hedges and trees surrounding the property.

Meeting closed at 8.15 p.m.

 

 

 

Clare Lightfoot
Clerk/Upton Parish Council

5th January 2012