UPTON PARISH COUNCIL

Minutes of Extraordinary Meeting of Upton Parish Council in the
Village Hall Meeting Room 
on Monday 19th December 2011

Present:
Mr J Dickens (Chairman), Mr S Fraser, Dr R Lott, Mr S Norman, Mrs C Lightfoot (Clerk)

1.  Apologies received from Mr B Shaw & Mrs L 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 recorded

3. Planning Application:

11/02791/FUL – proposed erection of a two bay car port.  Proposed widening of existing access at Torpids, High Street.   Applicants Mr & Mrs W Betts.   The plans, having been previously circulated to councillors, were discussed.  The council had no objections. 
The clerk to advise the Vale accordingly.       Clerk

 

 

 

 

Clare Lightfoot
Clerk/Upton Parish Council

26th December 2011

Present:   Mr J Dickens (Chairman), Mr S Fraser, Mr S Norman, Mrs L Shaw, Mrs C Lightfoot (clerk) Part Time – PCSO M Clayden, Councillor J Shelley

1.   Apologies received from Dr B Lott, Mr B Shaw, Councillor S Lilley

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. Minutes of meetings held on 20th September, and extraordinary meeting held on 25th October 2011 having been previously circulated were agreed to be a true record and signed by the Chairman.

4. Matters arising:
a)   Parish Council Meeting on 20th September:
   i) High Voltage Cable – reinstatement of recreation ground  now complete.
   ii) Roundels in Chilton Road – Highways have completed the roundels.
iii) Aims & Objectives for 2011/2012, having been previously agreed, are now posted on the website 
iv) Caravan Rally – terms and conditions – Mrs Shaw is progressing this.  LS
v) Concerns over stench at top of Stream Road/Reading Road.  Thames Water have begun  putting chemicals into the sewer and the smell has abated.  The Parish Council agreed to keep a watching brief on this situation and if necessary send a strongly worded letter to Thames Water.
vi) Winter Emergencies: salt spreader – Mr Fraser showed the meeting information on 3 spreaders.  The consensus of the meeting was that the mid-range machine (~£330) would suit our purposes.  Mr Fraser will source a machine.    SF
Transport during bad weather:  Mr Fraser proposed that a list of people with 4x4s who  would be willing to provide transport during inclement weather be drawn up.
A note to go in the December Upton News.     BS
(vii) Cleaning bus shelter – Mr Dickens reported that he is happy to keep the bus shelter tidy.   He said that it was not an onerous task but if it becomes burdensome he will get a rota of  volunteers to undertake this on a regular basis.

b) Extraordinary meeting held on 25th October:
i) Planning issues taken under item (8)
ii) Playground – ITT.  After discussion it was agreed that Mr Dickens will contact the  Working Group to request that an optional cost be requested in the ITT for fencing.            JD
  
5. PCSO’s report:  PCSO Clayden said that the new non-emergency telephone number for Thames Valley Police (TVP) is now 101.  He mentioned that TVP are stepping up their activity to catch hare coursers.   Residents should be aware of “Nottingham Knockers”, a group of young persons knocking on doors selling household goods. He said that unless they are carrying a pedlars’ licence signed by the TVP Chief Constable they are not permitted to pedal their wares.  A recent speed check on the A417 had been carrrid out resulting in 140 vehicles going through the check with 5 found to be speeding.  This group will each receive an advisory letter.   PCSO Clayden left a number of “we do not buy or sell at this door” notices for distribution following concerns about unsolicited callers.

6. County Councillor’s Report: there was no report in Mr Lilley’s absence.  Mr Lilley will be sending a report to Sarah Sayers for inclusion in Upton News.

2011-2012

7. District Councillor’s Report
Mrs Shelley spoke about the Vale’s Interim Housing Supply Policy (IHSP) which is an endeavour to increase the housing stock, including affordable houses, to 1,000 by 2014.   It is proposed to relax some planning policies with encroachment on green belt land.    The IHSP is currently out for consultation.

8. Planning
  i) 11/01527/FUL – erection of a detached 2/3 bedroom chalet dwelling at land adjacent to     Jasmine, Chilton Road.  The Vale’s Development Control Committee meeting      approved this application on 9th November 2011 subject to 13 conditions.
  ii) 11/01787/FUL – demolition of existing conservatory, erection of single storey rear     extension at Flett Cottage, High Street.  This application has been permitted.
iii) 11/01514/FUL – remodelling Porch & Hall, Strathfield House.  This application has been  permitted.
iv) 11/02001/FUL – erection of single storey garage, Tadpoles, Stream Road.
The Vale’s decision is still awaited
v) 11/02429/FUL – erection of single storey extension, Torpids, High Street.  The Vale’s  decision is awaited.
  iv) Concerns over issues relating to Fieldside & Hitherto:  The Chairman raised issues with     Councillor Shelley who advised that the Vale’s enforcement officers try to work with     applicants to resolve issues.  Mrs Shelley agreed to raise the matter of objectors details     being available on the Vale’s portal, which has on occasions caused embarrassment. JS            
9.          Villagers’ Forum – in the absence of any villagers, there was no discussion.

10. Reports from Councillors on areas of responsibility
i) Roads and Footpaths – broken gate on A417 on approach to village from Blewbury has been reported to Highways by Mr Norman (Ref no 455912)
The clerk was asked to write to Highways to complain that neither Chilton Road residents nor the  Parish Council were informed of the Chilton Road closure.    Clerk
ii) Amenities including Recreation Ground
§ QEII Field status.   The application, having been circulated to members for agreement,
       will now be submitted by the Chairman.      JD 
iii) Young Parishioners including Play Area:  Mr Fraser and  Mr Dickens will undertake repairs as highlighted in the ROSPA report.       JD/SF
Playground checks:  the clerk will circulate check sheets to those who have agreed to check the  playground.   It was suggested that the check be made on a monthly basis.  Clerk
iv) Village Hall: the next UVHAT meeting is to be held on 29th November
v) Communications: Mr Shaw has been made aware that although he is posting documents to the web   site they are not automatically uploaded.  Contact to be made with Mr Rippon to ensure that the    process is working correctly.          BS
vi)  Volunteer Group: it was agreed that leaf clearing, snow clearing and tidying humps be the subject   of attention in due course.
vii) N.A.G. – no report
viii) UKAEA Stakeholders Committee: a letter had been received from Research Sites Restoration  Limited are making preparations to plan for decommissioning the Harwell Liquid Effluent  Treatment Plant.
ix) Parish Transport Rep:  the new timetable comes into effect in December.
 
11. Finance
i) Invoices for payment since last meeting
a. Clerk’s salary gross £321 (less PAYE £80.25) = £240.75
b. HMRC – clerk’s tax deducted at source £160.50* – (2nd quarter)
c. Vale of White Horse DC – £23.33 (dog bin emptying)
d. Playsafety (playground inspection) £86.40*
e. BDO audit fee £192*
* these invoices have been paid prior to the meeting
Members agreed that all invoices should be paid.

2011-2012

ii) Receipts since last meeting:
  Bank interest for September and October, totalling £1.14p was noted
 
iv) Adopt audited accounts:  Mr Norman proposed that the accounts be adopted, this was seconded by Mr Dickens, with all in favour, subject to a minor amendment being made to the Governance Statement, paragraph 9.
 
v) The Precept for 2012-2013 was discussed.   Mr Norman proposed that the precept be kept at  £7,250, this was seconded by Mr Dickens, with all in favour.  The clerk to confirm with the Vale.

v) Internal Auditor.  The Chairman told the meeting that Mr Simpson who had acted as internal auditor for a number of years, had indicated that he wished to stand down from this position.
SODC are proposing to offer internal audit services but it was agreed that we should, in the first  instance, enquire within the village if there is anybody willing to undertake this role. LS
    
12. Correspondence
i) Interim Housing Supply policy
ii) Vale Corporate Plan consultation
vi) Town & Parish Forum – 23 November
vii) CPRE October briefing
viii) Vale News October briefing
All correspondence has been circulated by email or hard copy.
 
13.  Date for next meeting.  The next meeting is scheduled for Tuesday 17th January 2012

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

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.  None recorded

3. Planning Applications:

11/02001/FUL – proposed erection of a single storey oak framed garage to replace existing garage.   Location: Tadpoles, Stream Road.
11/02429/FUL – proposed erection of a single storey extension to the front and side of Torpids, High Street.   Applicants Mr & Mrs W Betts.
The plans for both applications, having been previously circulated, were considered by the Council.  There were no objections in either case.  The clerk to advise the Vale accordingly.   Clerk

4. Playground – Invitation to Tender
In advance of the meeting, Mr Betts had circulated a draft copy of the Invitation to Tender document for comment.
A number of points were raised:

• consideration be given to fencing off the area, particularly in view of the large number of dogs which are trained and exercised on the recreation ground;
• the priority given to each piece of play equipment be checked;
• clerk to check what impact the new playground will have on the cost of insurance.

Mr Betts said that it was proposed to give contractors as much scope as possible.  The onus will be placed on the contractor to ensure that his bid is compliant.

It was agreed that representatives of the Parish Councillor and the Playground Working Group meet on the Recreation Ground on Saturday 29th October at 10.00 a.m. to define the area to be set aside for the Playground.

The Chairman thanked Mr Betts and the working group for their hardwork which had brought the project this far.
It was agreed to keep the village informed on progress of the project via Upton News.  BS

5. Update from UVHAT on caravan meeting – Mrs Shaw reported that UVHAT had agreed a date change with the Caravan Club and the 2012 event is due to take place on the first May Bank Holiday.  Mrs Shaw will advise UVHAT of the possibility of work on the playground being undertaken around that time.
Mrs Shaw said that although her brief had been to draw up terms & conditions for the Caravan Club’s (CC) use of the Recreation Ground, UVHAT have stated that they do not want any T&Cs to be too onerous as the CC already work to their own rigorous set of rules.  It was noted that £10 per pitch per night was the maximum amount which the CC are prepared to pay.

6. Working Group Activities:

• Snow clearing  – Mr Fraser said that he had attended a useful meeting on dealing with emergencies.   It had been stated that if we clear snow from pathways we are not liable should any incident subsequently occur.  He said that he had seen a useful manual spreader for putting down salt at a cost of ~£200.  Since a tonne of salt is being provided by Highways it was agreed that a spreader would be a vital piece of equipment and should be investigated.   Clerk
• Cleaning bus shelter:  Mrs Shaw reported that Mrs West had asked if the Working Group could help with keeping the bus shelter clean particularly during the autumn when it becomes littered with leaves as well as rubbish.   Mr Dickens volunteered to have an initial clean up and will advise on whether a rota of people is required to continue with this.    JD

7. Correspondence:
Annual ROSPA report on Playground had been received.  There are some minor repairs required to the Play area;
Tree surgery on TPOd Beech Tree at Torpids:  the Vale has notified that work is to be carried out on the Beech Tree at Torpids;
Interim Housing Supply Policy Workshop: councillors are invited to attend a workshop being held on 17th November at 6.00 p.m. in Wantage Civic Hall.   Councillors to advise clerk if they wish to attend.   ALL

Clare Lightfoot
Clerk/Upton Parish Council

31st October 2011

Attendees: Dr R Lott (Chairman), Mr S Fraser, Mr S Norman, Mrs L Shaw, Mrs C Lightfoot (clerk)
Part time: Mr W Betts, Mrs R Caffyn, Mrs K Langley, Mr D Mason, representing the Playground Working Group
Councillors J Shelley & S Lilly
1 member of the public
 
1.   Apologies received from Mr J Dickens and Mr B 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.   Mrs Shaw registered an interest in Item 8.

3. Minutes of meetings held on 19th July, and extraordinary meetings held on 2nd, 8th & 22nd August 2011,
having been previously circulated, were agreed to be a true record and signed by the Chairman.

4. Matters arising:
a)   Parish Council Meeting on 19th July:
  i) High Voltage Cable:  it was agreed that the state in which the trench had been left     presented a risk to users of the recreation ground.  The Chairman to email Mr Couling of    Southern & Scottish Electricity to request that the recreation ground be reinstated.  RL
  ii) Roundels in Chilton Road – see Item 11(i)
iii) Aims & Objectives 2011/2012: a draft had been circulated to members.  Councillors  agreed that this fairly represented the Parish Council’s Aims and Objectives. 
Dr Lott proposed that the Aims and Objectives document be ratified, seconded by Mrs  Shaw, all were in favour.
iv) Caravan Rally – Terms & Conditions:  councillors were asked to forward their suggestions for the T&Cs to Mrs Shaw who will coordinate a draft statement for discussion at the next PC meeting.  Mrs Shaw said that she had spoken informally to the Chairman of UVHAT
to provide the agreed update raised at the PC. No issues arising. A discussion on repairs of  sewer and proposal for separate charging for the Hall for the Caravan Rally in particular to  cover costs was proposed. Mrs Shaw proposed that T & Cs were raised for discussion at   next UVHAT Meeting.        LS
   
b)    Extraordinary meetings held on 2nd, 8th & 22nd August were taken under item (9)
  
5. PCSO’s report – in the absence of a PCSO there was no report

6. County Councillor’s Report
In his report, Mr Lilly, commented on the subsidised bus review.  This is reported further at Item 11(ix).
He spoke about the “Science Vale Enterprise Zone”, encompassing Didcot and Harwell, which will have the positive effect of future funding for the Harwell and Chilton relief road.  He referred to the Stewardship Fund, specifically for Parish Councils, which is to be used to improve public access and highway improvements, eg the cycle path to Blewbury and the protection of footpaths being possible contenders for funding.

Mr Lilly mentioned “SAVA” an organisation that can help with information about where funding is available.  The Clerk to obtain more information from Mr Lilly and pass to Mr Mason and Mrs Caffyn.       Clerk

Salt Bins:  in addition to topping up the salt bins, Highways is offering a tonne of salt to each Parish Council as a reserve.   Councillors agreed that we should take advantage of this.  Clerk to advise Mr Lilley accordingly.    Clerk

7. District Councillor’s Report
Mrs Shelley noted that: 2 hours free parking is being introduced from 1st December; and waste sacks are being delivered to those properties inaccessible for bin collections.
She asked to be notified of any young people (11-18 years) who would like to be involved with the Young People’s Exchange, a forum to promote and encourage positive activities for this age group.
Mrs Shelley said that she had attended a Group Meeting which tackled planning issues, including core strategy, with garden grabbing being further examined. 
Mrs Shelley recommended www.fixmystreet.com as a useful website for notifying issues to the Vale.

8. Presentation on Playground Project 
i) Mr Mason reported that the Playground Working Group’s task had been to understand the optimum way of  providing an exciting play space for children.  Widespread consultation had taken place through Upton News, with a survey to parents, visits to local schools and publicity at Uptonogood and the Fete.  He said that the Working Group’s fund raising efforts had realised £50,000 to date.  Illustrations showing typical playground layouts and costings were displayed.  The Working Group’s preferred next step is to get 3 manufacturers to tender.  This process would be undertaken in liaison with Nicole O’Donnell, Oxfordshire Playing Fields Association’s Community Development Officer.
The general consensus was that the new Playground be sited in the area of the ball wall.  Dr Lott expressed a view that the existing play equipment be left in situ for the time being.
The Working Group was thanked for the tremendous effort achieved so far by the Working Group.

i) Dr Lott proposed that Mr J Dickens be nominated as the Parish Council’s signatory for the WREN contract.  This was seconded by Mrs L Shaw, all councillors were in favour.

9. Planning
  i) 11/01527/FUL – this planning application, pertaining to the erection of a detached 2/3    bedroom chalet dwelling at land adjacent to Jasmine, Chilton Road, was considered at the    extraordinary PC meeting held on 8th August.   The Parish Council objected to this proposal for 3    reasons which included unresolved issues relating to drainage.  The Parish Council was in    agreement that although the architect, Mr McWilliam had subsequently furnished further     information on the drainage system, the council were not in a position to make further comment    on this application.  The Parish Council’s earlier objection to this application remains as     stated at the extraordinary Meeting on 8th August 2011.  

  ii) 11/01787/FUL – demolition of existing conservatory, erection of single storey rear    extension at Flett Cottage, High Street.   Plans had been circulated to members in advance of the    meeting.   Councillors agreed that they had no objections to this proposal.  Clerk to advise the Vale   accordingly.          Clerk

  iii) 11/01514/FUL – remodelling Porch & Hall, Strathfield House.  It was noted that this has     been permitted
  
  iv) 12955/5 – revised vehicular access, Elms Rise.  It was noted that his has been permitted.
  
  v) 11/01075/FUL – land at Scotlands Ash:  following consideration by the Development     Control Committee, this application has been permitted.

  vi) 11/00537/FUL – Sine Nomine:  following consideration by the Development Control     Committee, this application has been permitted.

  vii) 11/01364/FUL – erection of single dwelling at land adjacent to the George & Dragon.     It was noted that this application has been withdrawn.

  viii) Concerns over Fieldside & Hitherto: Chairman to discuss with Councillor Shelley -     ongoing.           JD
   The clerk has received no response from the Vale Planning department following     her email regarding the red ridge tiles on these properties.  Clerk to chase a reply. Clerk

10.        Villagers’ Forum:
Complaints had been received from parishioners regarding stench from new sewer works in the vicinity of  Stream  Road/Reading Road junction.   The Chairman reported that work had been carried out by  Thames  Water on 15th September.  It is hoped that the stench will now abate.

11. Reports from Councillors on areas of responsibility
i) Roads and Footpaths – broken white gate on A417 on approaching village from Blewbury.
Mr Norman will contact Highways with regard to this.    SN
  Roundels in Chilton Road:  Mr Norman reported that Highways expect to complete these within
  4-6 weeks.         SN
     
ii) Amenities including Recreation Ground
§ QEII Field status – ongoing     JD
iii) Young Parishioners including Play Area.  Dr Lott will undertake an inspection.    RL
  To date no report has been received following ROSPA’s inspection.
iv) Village Hall: a date has yet to be set for the next UVHAT meeting.
v) Communications: nothing specific to report on Upton News.  Mrs Shaw raised the question of whether the Parish Council should help with the printing costs.  The web site is being
updated by Mr Shaw.
vi) Volunteer Group: it was noted that Mr Tibbetts had cut the hedge between the play area and the road.
Road Salting:  it was agreed that in the event of an excessive snow fall the Volunteer Group should  aim to salt the road from Station Road to the junction with the A417.
vii) N.A.G. the next meeting takes place on 26th September
viii) UKAEA Stakeholders Committee: the next meeting is on 2nd December 2011
ix) Parish Transport Rep: the outcome of the bus review is that Upton’s bus service will be operated  by Thames Travel, with effect from December.  Additional services will run in the morning and  better connections will be made with the X32 (express service from Didcot to Oxford).
  
12. Finance
i) Invoices for payment since last meeting
a. Clerk’s salary gross £321 (less PAYE £80.25) = £240.75
b. Vale of White Horse DC* – £23.33 (dog bin emptying)
c. Waste Recyling Group Ltd* – £5176.60  payment to unlock grant for Playground
d. Mr M Brown £146.51. (BG Sports- £51.48, repairs to goal posts, and £95.03 fuel for mower)
e. Churn Benefice – £100, in respect of printing Upton News from April-July 2011
f. Vale of White Horse DC – £100 fee for uncontested election.

Payments were approved.  Items marked* were agreed and paid prior to the meeting.

ii) Receipts since last meeting:
  Bank interest July 45p, August 49p
  VAT refund July £18
  Precept – 2nd half year payment – £3250
 
The receipts were noted.
 
iii) Mr Norman distributed a half-year statement of account, projected to 30th September (copy filed  with the minutes).  This will be used as a basis for setting next year’s precept at the November meeting.
  
13. Correspondence recently received from the Vale
i) Town & Parish Council Forum – 23 November 2011 
ii) Chairman’s Charity Dinner
iii) Charge for additional salt
iv) Snow Day – invitation to Drayton Highways, 29th October
All correspondence has been circulated by email to members.

14.  The next meeting is scheduled for 15th November 2011
The date for the Annual Parish Meeting was confirmed as Monday 16th April 2012

Clare Lightfoot, Clerk
Tel:  01235 850486
24th September 2011

Present:  Mr S Fraser (Chairman), Mr B Shaw, Mrs L Shaw, Mrs C Lightfoot (clerk),
2 Parishioners

1.  Apologies received from Mr J 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 Application:

11/01633/FUL: proposed alterations and extension to form cloakroom, entrance hall and utility room.  Proposed garage at the Elms, High Street.  Applicants Mr Vokins & Ms Rabbetts.  The plans, having been previously circulated to councillors, were discussed.   No objections were raised to the proposals and the clerk was asked to respond to the Vale accordingly.     Clerk

 

 

Clare Lightfoot
Clerk/Upton Parish Council

23rd August 2011

UPTON PARISH COUNCIL

Minutes of  Extraordinary Meeting of Upton Parish Council in the Village Hall
on Monday 8th August 2011 at 8.00 pm

Present:  Dr R Lott (Chairman), Mr S Fraser, Mr S Norman, Mr B Shaw and Mrs L Shaw.
Mrs C Lightfoot (clerk)
3 parishioners attended for item 3(i)

1.  Apologies received from Mr J. 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 Application:

i)  11/01527/FUL – erection of detached 2/3 bedroom chalet dwelling and single garage on  land adjacent to Jasmine, Chilton Road.  Applicants Mr & Mrs Hetherington.

The Chairman suspended the formal proceedings to enable parishioners to air their views regarding this application.  The meeting then resumed.

Councillors, having examined the plans in advance of the meeting, gave their opinions.
The consensus of the council was:

• the property was too large for the plot;
• there were issues of privacy, specifically with the patio overlooking the neighbouring property, Ridgewood Lodge;
• there were unresolved issues over drainage.

The council agreed to object to this application.  Clerk to advise the Vale accordingly.  Clerk

Clare Lightfoot
Clerk/Upton Parish Council
8th August 2011

UPTON PARISH COUNCIL
Minutes of  Extraordinary Meeting of Upton Parish Council in the Village Hall
on Tuesday 2nd August 2011 at 8.00 pm

Present:  Mr J Dickens (Chairman), Mr S Fraser, Dr R. Lott, Mr S Norman, Mr B Shaw and Mrs L Shaw.
Mrs C Lightfoot (clerk)
3 parishioners attended for item 3(i)

1.  Apologies – none received

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:

i)  11/0136/FUL – erection of a single dwelling on land adjacent and rear of The George & Dragon.    Applicant Mr King on behalf of Mr B Kent.

The Chairman suspended the formal proceedings to enable parishioners to air their views regarding this application.  The meeting then resumed.

Councillors, having examined the plans in advance of the meeting, gave their opinions.
The consensus of the meeting was:

• This application mirrors one received previously for this site (UPT/17983/3-X) which was discussed by the Parish Council at its meeting on 14th June 2005.  As such the position   remains the same: i.e. the proposed property is in an Area  of Outstanding Beauty, and is   outside the curtilage of the village.
• The building would have adverse impact on the character/setting of the adjacent public   house which though not listed dates back to the early 19th Century. The proposed property is over dominant and does not enhance the environs of the village.
• There is concern about the access on the very busy A417.
• Risk of flooding is deemed to be an issue.

The clerk was asked to respond to the Vale accordingly.   Clerk

ii)   11/01514/FUL remodelled entrance porch and hall, Strathfield House, Chilton Road. Alterations to porch at Strathfield House, Chilton Road.  The plans, having been previously  circulated, were discussed.  The Parish Council had no objections to this application.  The  clerk to advise the Vale accordingly.     Clerk

iii)  12955/5 – Revised vehicular access and driveway at Elms Rise, Chilton Road.
Applicants Mr & Mrs Amos.   It was noted that this application has been approved.

iv)  A meeting was arranged for Monday 8th August at 8.00 p.m. to discuss Planning  Application 01527/FUL.

Clare Lightfoot
Clerk/Upton Parish Council
15th August 2011

               
UPTON PARISH COUNCIL

Minutes of Meeting of Upton Parish Council in the Village Hall on
Tuesday 19th July 2011 at 8.00 pm

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

1.   Apologies were recorded from Councillors Lilly & Shelley

2. Declarations of Interest
Members are asked to declare any personal interest and the nature of that interest which they may have in any 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 B Shaw & Mrs L Shaw recorded an interest in Item 4(iv).

3. Minutes of meeting held on 17th May, and extraordinary meetings held on 31st May and 21st June 2011, 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 May:
   i)  High Voltage Cable:  Land Registry confirm the Easement is now in place.  The rerouting    of the cable by SSEB is imminent.  
   ii)  Roundels in Chilton Road:  Mr Norman is pursuing the matter with Mr L.Turner of     Highways.
iii) Aims & Objectives 2011/2012.  A revision of the aims and objectives is being produced by the Chairman, to include classifying the Recreation Ground as a QEII Field.  Draft document to be circulated for comment.      JD
iv) Caravan Rally review:  taken under Item 8.

b) Extraordinary meeting held on 31st May & 21st June
  i) Upton News – taken under 9(v)
 
5. PCSO’s report – in the absence of a PCSO there was no report.

6. District Councillor’s Report
Councillor Shelley had furnished a written report which had been circulated and is filed with these minutes.
Mr Fraser will complete a pro forma for Upton’s Emergency Plan.     SF

7. Planning
  i) UPT/10932/3 – Proposed ground floor cloakroom, Fieldside House – permitted.
  ii) UPT/16188/1 – Proposed new single and 2 storey extension and demolition of existing     garage and conservatory, Brookside – permitted.
iii) issues raised by parishioners relating to Fieldside and Hitherto:  Mr Dickens is arranging  to meet with Councillor Shelley to discuss specific concerns.
iv) UPT/11/01364/FUL – an application has now been received by the clerk for the construction of a single dwelling on land adjacent to the George & Dragon.  It was agreed to hold an extraordinary Parish Council meeting on Tuesday 2nd August at 8.00 p.m.
v) Planning Course: 3 councillors had attended this course and agreed it had been useful.  The highlights document will be distributed to all councillors.  JD
    
8. Villagers’ Forum
(i) Caravan Rally:  a number of emails had been received supporting the rally as a social event which is well organized and enhances fund raising.  However others have raised objections to the field being out of bounds on the first long Bank Holiday in the year.  A suggestion was made that the Rally might be held over an alternate Bank Holiday. Comment was also made that the poor state of the Hall drains cannot cope with the volume of waste.  A query was raised as to whether holding the rally was in contravention of the Recreation Ground deed.
      In conclusion the Parish Council were in favour, in principle, of continuing with the Rally,        subject to the drains being repaired and guidelines being met.  Guidelines to be drawn up and           circulated for members’ approval.  The Parish Council agreed that the Rally should be            reviewed on an annual basis. Mrs Shaw will liaise with the UVHAT committee. LS

(ii)      Bonfires: an email had been received complaining about the nuisance of bonfires.  It was                        agreed to put a reminder of the Bonfire Code in the Upton News with a link to the code on the         web.           BS

9. Reports from Councillors on areas of responsibility
i) Roads and Footpaths:
Footpath Maintenance:  OCC have confirmed payment of £337.50 for footpath maintenance for  this year (a 25% reduction on last year).
Coffin Way: after discussion it was agreed that Dr Lott will liaise with Sustainable Blewbury to  pursue improvements to Coffin Way. 
ii) Amenities including Recreation Ground
 QEII Field status:  see item 4(iii).
 Weed treatment ) it was agreed that since there is likely to be a call on
 Lawn sweeper   ) funds to assist UVHAT with replacing the hall drains
      the Parish Council was unable to commit to these items
      in the current financial year.
iii) Young Parishioners including Play Area:
Inspection Sheets:  a process is now in place for resuming inspecting the play area.
The first sheet has been completed by Dr Lott.
iv) Village Hall: nothing to report
v) Communications
Upton News:  Mr Shaw said that no volunteers had come forward to assist Mrs Sayers with editing  Upton News commencing with the August edition. 
vi) Volunteer Group:
There are a number of tasks requiring attention including: tidying humps, hedging and strimming.
Help will be requested by email and through Upton News.   RL/SF/BS 
vii) N.A.G.
Mrs Davies reported that one incident of speeding had been detected by the Speed Indicator Device  (SID).
viii) UKAEA Stakeholders Committee: no report
ix) Parish Transport Rep: the results of the recent survey will be published in December.

10. Administrative matters:
i) Reallocation of duties:
  Planning:  Mr Fraser will take the lead in arranging site visits and liaise with neighbours to ensure   they are aware of Parish Council planning meetings.
iii) Timetable for discussions:
It was agreed that a stricter timetable for discussions should be adhered to.
iv) Councillor’s expenses:
The Parish Council agreed that councillors and others who undertake duties on behalf of the  council should not be out of pocket.  All reasonable expenditure shall be reimbursed and should be  supported by a VAT receipt where possible.
v) Emergency Continuity Planning:  Mr Fraser will deal with this.   SF

11. Finance
i) Invoices for payment since last meeting
a. Clerk’s salary gross £321 (less PAYE £80.25) = £240.75 + expenses £54.95
b. HMRC – payment of clerk’s deducted tax (April-July) £160.50
c. OALC planning course, 3 attendees fees – £108* already paid

The above invoices were approved for payment.

iv) Receipts since last meeting:
  Bank interest May 43p, June 46p
  VAT refund May £7.29, June £14.67
  Donation from Uptonogood, £3,000
  
  The above receipts were acknowledged.   The clerk to write to the Uptonogood committee    thanking them for their donation which is to be earmarked towards the Playground. Clerk

12. Correspondence recently received
i) letter from Ben Lott suggesting Scarecrow Trail as fundraiser for Playground:
  it was agreed that this is a good idea and could be combined with some other village activity, eg    the Fete. Dr Lott was asked to pursue this through Mrs West.    RL
ii) invitation to Civic Service in Christchurch Cathedral on 18th October.  Mr Shaw agreed to attend.

13.  Date for next meeting
The next meeting will be held on Tuesday 20th September 2011
It was noted that the date set for the Annual Parish Meeting falls on a Bank Holiday and therefore needs to  be changed.

Clare Lightfoot, Clerk
9th August 2011

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

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 Applications:

i) UPT/12955/5 – proposal for revised vehicular access and driveway at Elms Rise, Chilton Road

Applicants Mr & Mrs Amos. The plans, having been previously circulated, were discussed. The Parish Council had no objection to this application but request that the technical requirements as agreed with Judy Kelly (Highways and Transport Area Liaison Officer) be enforced given the potential road hazards. In particular the access is close to where vehicles have just entered the village, on a downhill road gradient with limited forward visibility due to the natural curve of the road. Clerk to advise the Vale accordingly. Clerk

ii) UPT/20551/2 – proposed change of use from agricultural land to orchard, vegetable garden, private equestrian use on land to rear of Scotlands Ash, Reading Road. Applicant Mr P Mansbridge.

Plans had been circulated to members in advance of the meeting. In addition photographic evidence of the entrance to the site was shown. After discussion the Parish Council agreed to object to this proposal.

The following concerns were raised:

• Safety of Access: concern regarding the movement of slow moving vehicles on and off site onto the fast moving traffic on the A417. The existing access would not appear suitable.
• Impact on the mature hedgerow, existing trees, widlife and boundary ménage;
• No explanation as to how the animal waste would be dealt
• No explanation in the application stating how the surface water from the equestrian building is to be dealt with.

It was noted that in a previous application (UPT/20551) permitted by the Vale the plan of the site showed a proposed nature area and fruit trees. On the current plan this area is shown as “blank”. We note from a site visit that this area appears to currently be in use as a private garden on agricultural land.

The clerk to advise the Vale that the Parish Council object to this application. Clerk

4. Upton News: the Chairman updated the meeting on progress made in finding a new editor. A volunteer has stepped forward and Mr Shaw has held some preliminary discussions with the volunteer and the current editor. Councillors had certain concerns, in particular – if the News is to be on E-mail circulation that hard copies should be delivered to parishioners unless they chose to opt out; Upton Parish Council notes be given precedence when there is a pressure on space; Upton News continues to meet the needs of the community. In line with the minutes of the Upton Parish Council Meeting held on 31st May it was agreed that although a suitable volunteer had come forward a note be placed in the July Edition to establish whether there is anybody else interesting in the production of Upton News. Mr Shaw will liaise on this matter and produce a comment for the July edition of Upton News BS

5. Recreation Ground matters:

Playground Inspection: the clerk advised that the ROSPA inspection of the Playground is due to take place during July. Dr Lott and Mr Shaw will carry out an inspection in advance of this. BS/RL

Tidying Bike Jumps: it was noted that the bike jumps have become overgrown. Dr Lott will take appropriate action. RL

The meeting closed at 10.20 p.m.

Clare Lightfoot
Clerk/Upton Parish Council

25th June 2011

UPTON PARISH COUNCIL

Minutes of Extraordinary Meeting of Upton Parish Council in the Village Hall

on Tuesday 31st May 2011 at 8.00 pm

Present: Mr J Dickens (Chairman), Mr S Fraser, Dr R Lott, Mr S Norman, Mr B Shaw & Mrs L Shaw. Mrs Lightfoot (clerk). 5 members of the public attended part time.

1. 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. None recorded.

3. Planning Applications:

i) UPT/16188/1 – new single and 2 storey extension and demolition of existing double garage and conservatory at Brookside, High Street. Applicants Mr & Mrs A Caffyn.

Councillors had each seen the plans in advance of the meeting. The meeting was suspended to enable the residents of a neighbouring property of Brookside to register concerns which they had regarding this planning application. Mr Caffyn responded to their concerns. The Chairman resumed the meeting and after discussion the Parish Council concluded that whilst they did not object to the planning application they would ask the Planning Department to consider whether:

• The extension would possibly deprive the neighbouring property of some light during the summer months from late afternoon to early evening.
• Special attention should be given to the tree with a TPO in the garden of The Forge, which could possibly be affected by the planned works in Brookside.

The clerk to respond accordingly. Clerk

ii) UPT/10932/3 – proposed ground floor cloakroom with shower at Fieldside House, Fieldside. Applicants Mr & Mrs M Weston. The plans, having been previously circulated, were discussed and it was unanimously agreed that the Parish Council had no objections. Clerk to respond accordingly. Clerk

iii) UPT/368/5 – proposed single storey side and rear extension at Kameki, Chilton Road. Applicant Mr M Brown. The Plans, having been previously circulated, were discussed and the Parish Council unanimously agreed that there were no objections. Clerk to respond accordingly. Clerk

4. Production of Upton News: The Chairman said that there needed to be clarification with regard to the future production of Upton News in the light of Mr Brown wishing to hand over his responsibility for its production and for updating the web site. It was agreed that editing Upton News could be done by someone other than a Parish Councillor. A note will be put in the July edition of Upton News to seek a volunteer. The Chairman proposed Mr Shaw undertake updating the web site with immediate effect, this was seconded by Dr Lott and the motion was carried. Mrs Lightfoot to speak to the Parish Office to find out whether a financial contribution is required given that the Upton News has expanded to 2-3 sheets of A4.

Clare Lightfoot
Clerk/Upton Parish Council
1st June 2011