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

Minutes of Meeting of Upton Parish Council in the Village Hall on Tuesday 17^th May 2011 at 8.00 pm

Present:  Mr J Dickens (retiring Chairman),  Mr S Fraser, Dr R Lott, Mr B Shaw, Mrs L Shaw, Mrs C Lightfoot (clerk).
Part time: Mr S Lilly, Ms J Shelley, PCSO D Clements

1.  Apologies received from Mr S Norman

2. Cooption to Council

Mr Dickens opened the meeting by saying that 5 nominations had been received for the 6 vacancies for Parish Councillors.  Mrs Shaw proposed that Mr Dickens be co-opted to fill the vacancy, this was seconded by Dr Lott and agreed unanimously.

3.  Councillors “Declaration of Acceptance of Office”

Declaration of Acceptance of Office forms were duly signed by all councillors.  It was recorded that Mr Norman had signed his declaration in advance of the meeting.

4.  Election of Chairman and Vice Chairman

The following appointments were made:

Chairman:  Mr Dickens was proposed by Dr Lott, seconded by Mr Fraser.

Vice Chairman:  Dr Lott was proposed Mr Fraser, seconded by Mr Dickens.

5.  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.

6. Minutes of meeting of Upton Parish Council held on Tuesday 15^th March, the Extraordinary Parish Council Meetings held on 11^TH April & 4^th May 2011 having been previously circulated were signed as a true record by the Chairman.

7. Matters Arising

a)   Parish Council Meeting on  15^th March

i) High Voltage Cable:  the Deed has now been received from Mr Barrett and was signed by Mr Dickens and Mrs Shaw.

ii) Roundels in Chilton Road:  this matter is still ongoing.

b) Annual Parish Meeting, 11^th April

i) Speed Limit through village: in order to lower the speed of vehicles in the village a number of ideas were discussed and it was agreed that this item should be incorporated in the review of the Parish Plan (item iii)

ii)  Upton News:  after discussion it was agreed that Upton News should be kept to 4 pages and that contributors be asked to keep their articles to a prescribed length.

iii) Update Parish Plan:  it was agreed that some revision to the Parish Plan is required and that this be an “Aim and Objective” of the current Parish Council. Mr Dickens to write PC aims and objectives 2011/12.  JD

8. PCSO’s report

PCSO Clements reported that a digger had been stolen from the building site at Hitherto.  This was the second such  occurrence at Hitherto.  She said that theft of machinery is prevalent and extra patrols and stop and searches were being carried out.  TV Police recommend that trackers be fitted to heavy machinery.

9.         County Councillor’s Report

Mr Lilly reported that the 23% reduction in the County Council’s budget had now come into effect.  He said that  since Didcot is a “growth town”  additional funds are allocated thus cushioning the impact of cuts.

He noted that Didcot Station Forecourt work will commence in August, with completion at Christmas.

Despite £3m being made available for County Highways, these funds are not for repairs and the pothole situation remains an embarrassment.

Mr Lilly reminded the meeting that the Highways Reporting Line is 0845 310111.  He said that a reference number will be given.  If after a reasonable time no action is taken, Mr Lilly will take up the matter on our behalf.

It was noted that there are a number of potholes in the village which have been marked for repair but no action takes place.  Since Upton’s roads are also our pavements concern was raised about injuries to pedestrians caused by potholes.  Mr Dickens and Mr Lott will make a list of potholes throughout the village.                       JD/RL

10.  District Councillor’s Report

Ms Shelley introduced herself as our newly elected District Councillor.  She said that the Annual meeting of the Vale District Council was being held on Wednesday 18^th May when her allocation of duties would be agreed.  With regard to our concern about the lack of leaf clearing, she said that this was the responsibility of Verdant and she will pursue this.  Ms Shelley will arrange for the clerk to receive information on “Slow down in our Village” signs.

11.       Planning

i)  UPT/368/4 – Erection of 4 bedroom house adjacent to Kameki.

ii) UPT/11998/5 – Solar panels supported by “A” frames, Pointers Piece, Chilton Road.

These applications have both been approved by the Vale.

iii)  UPT/20226/2 – Hitherto:  a query has been raised about the terracotta ridge tiles used on the new builds at Hitherto.  The Vale have passed the Clerk’s  enquiry to their Enforcement Officer.

12.  Villagers’ Forum – inthe absence of villagers there was no discussion

13.  Delegation of Duties

Finance – Mr Norman (to be confirmed JD)

Communications – Upton News & Website: Mr Shaw will write Upton PC’s contribution to Upton News. Mr Dickens to discuss requirements further with current editor and website managers. JD

Roads and Footpaths – Mr Norman.  Dr Lott will support the Cycle Path to Blewbury initiative

Planning – Mr Dickens and Mrs Shaw

An “Effective Responses to Planning Applications” course is being held on 6 July.  Clerk to register Mrs Shaw, Mr Shaw & Mr Fraser to attend. Clerk

Village Hall – Mrs Shaw

Amenities including Recreation Ground – Dr Lott

Young Parishioners including the Play Area – Mr Shaw (to include playground safety checks).

Volunteer Group Rep – Mr Fraser

UKAEA Stakeholders Rep. – Mr M Brown (Mr Dickens to discuss with Mr Brown)    JD

N.A.G. Rep.- Mrs C Davies

Parish Transport Reps – Mr G Homer & Mrs J West

14.  Reports from Councillors on areas of responsibility

i) Roads and Footpaths: a meeting is to be set up with the Sustainable Blewbury Group regarding the cycle path to Blewbury.   It was noted that OCC have not, to date, committed to paying the PC for cutting the village footpaths in the current year. Feedback required from Mr Norman.  SN

ii)  Amenities including Recreation Ground:

Caravan Rally: Some comments have been received by the PC, although viewed as a positive event there were some issues raised.  A review of the caravan weekend is to be carried out.

An article is to be entered in the June edition of Upton News to canvass village opinion. BS

iii) Young Parishioners including Play Area: in her progress report Mrs Caffyn said that a grant application has been prepared and is being sent to WREN.

iv) Village Hall – Mrs Shaw said that the new Trust Deed and Land Transfer were ongoing.

v) Communications  )

vi) Volunteer Group  ) nothing to report

vii)  N.A.G.                     )

viii)  UKAEA Stakeholders Committee        )

ix)  Parish Transport Rep:  Mrs West reported on the public meeting to discuss the subsidised bus review held in Grove on 12^th May.  The Assistant Public Transport Officer had given assurance of the funding available for the Vale’s transport services.

The clerk reported that the 24 responses from the questionnaires were being analysed by ORCC.  She said she will liaise with the Sustainable Blewbury Group in order to make a coordinated response to OCC by the 3^rd June deadline. Clerk

15.       Finance

i) Effectiveness of Internal Audit.  A statement prepared by the Chairman setting out the effectiveness of Internal Audit was circulated.  It was unanimously agreed that this be adopted.

ii)  Ratification of Annual Governance Statement:  copies of the Annual Governance Statement were circulated to members.  The Council unanimously agreed that the Annual Governance  Statement be signed by the Chairman.

iii) Adoption of accounts:  the accounts, having undergone internal audit, were circulated to members in advance of the meeting.  Mr Dickens proposed the accounts be adopted, all were in favour.

iv)  Invoices for payment since last meeting

a. Clerk’s salary gross £321 (less PAYE )

b.  Came & Company – annual Insurance premium – £304.33.  The clerk had obtained a second quote (£398) from Suffolk ACRE.  It was agreed to negotiate best price with Peter Came before renewing cover.

c.  Mr Brown – fuel for mowers – £88.02

d. ORCC annual subscription – £30

v)   Receipts since last meeting:

a.         Precept (half year) £3,625

b.         Bank interest March 31p, April 37p

c.         VAT refund March £37.85, April £29.56

d.         Income from Caravan Rally £338 (half net takings)

The above receipts were noted.

16. Correspondence recently received

A letter has been received from St John’s Ambulance requesting a donation.  It was agreed that since Uptonogood  would be making a donation no action would be taken by the Parish Council.

17.  Set dates for future meetings

It was agreed to continue holding meetings on 3^rd Tuesday of alternate months.  Clerk to issue a list of dates.

Clare Lightfoot, Clerk

Tel:  01235 850486

18^th May  2011

UPTON PARISH COUNCIL

Minutes of Extraordinary Meeting of Upton Parish Council in the Village Hall on Wednesday 4^th May 2011 at 8.00 pm

Present: Mr J Dickens (Chairman), Mr M Brown, Mr S Norman, Mrs C Lightfoot (Clerk)

1. Apologies received from Dr R Lott, Mr D Mason, 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: Sine Nomine, Church Street – UPT/2187/2 – to remove existing roof, replace with attic trusses to form 3 new bedrooms within roof space. Replace and enlarge existing entrance porch. Amend style and character of the front elevation by rendering existing brickwork and adding contrast colour. Reposition existing flat roof garage. Applicants Mr & Mrs P Fletcher.

The plans, having been circulated, were discussed. The Parish Council agreed that the overall concept of improving the property was good. However it was viewed the design appearance of the pod and materials, ie the Red Marley cladding, were not in keeping with the character and appearance of the village scene, being immediately opposite the 11^th Century 2* listed church.

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

The meeting closed at 8.25 p.m.

Clare Lightfoot

Clerk/Upton Parish Council

9^th May 2011

UPTON PARISH COUNCIL

Minutes of the Annual Parish Meeting of Upton Held on Monday 11^th April 2011 at 8.00 p.m. in the Village Hall

Present: Mr J Dickens (Chairman), Mr M Brown, Dr R Lott, Mr D Mason, Mr S Norman, Mrs L Shaw, Mrs C Lightfoot (clerk)

Mr R Farrell (District Councillor) Mrs J West (Upton Village Hall Amenities Trust)  5 members of the public

1. Apologies for absence: received from Mr B Shaw and Mr B Simpson

2. Minutes of the annual parish meeting held on 10^th April 2010 were read. The minutes were agreed to be a true record and signed by the Chairman.

3. Discussion on Annual Reports:

(i) Parish Council Chairman

Mr Dickens opened the meeting by welcoming those present. He thanked Mr Brown for his many years service to the Parish Council and for the support which he had given to Mr Dickens during the past year. The regularisation of land on which the village hall stood has now been formally completed. He went on to thank the many volunteers who undertake tasks around the village including the Volunteer Work Group and those who cut the recreation ground and play area. During the past year the Parish Council has negotiated a contract with OCC enabling the PC to cut the village footpaths. This has resulted in the footpaths being kept neatly cut. The Chairman went on to say that the Volunteer Work Group had been largely responsible for laying the extension to the village hall car park. He concluded by saying that the bus service was under review and he urged parishioners to use it or lose it.

(ii) Parish Council Finance

Copies of Payments and Receipts for 2010/2011, and a status report prepared by Mr Brown and the Clerk were circulated. The accounts showed a reserve of ~£7000k. Mr Brown said that £5k had been earmarked towards the playground improvement.

(iii) District Council: Mr Farrell said that this would be his last report as our District Councillor as he intended to stand down after 16 years. He said that the Vale had been forced to slash expenditure on front line services following cuts in central government grants. He told the meeting that savings had been achieved by the Vale sharing services with SODC. He mentioned the Localism Bill which is supposed to give local communities greater control over the way in which their neighbourhoods develop. However in reality few communities are going to volunteer to have 300 houses built “at the bottom of their gardens.”

Mr Joel remarked on the appalling state of the roads. He said that the roads are never swept: one year’s leaf fall meets the next. Potholes are in need of attention. Mr Farrell said that roads are the responsibility of the County Council.

(iv) County Council: no report to hand

(v) Parish Transport Representative. The clerk noted that Mr Graham Homer had taken over the responsibility of Parish Transport Representative. Mrs West agreed to substitute for Mr Homer at PTR meetings if necessary. A review of subsidised buses was currently being undertaken. A questionnaire had been circulated to each household to establish bus usage and responses will be coordinated in order to make a response to OCC.

(vi) United Charities: Mrs Whitmell, in her report, said that if anyone wished to nominate a recipient for a grant she should be contacted.

(vii) Blewbury School: a report was circulated, no questions raised.

(vi) UVHAT: Mrs West reported that a growing number of people are using the newly refurbished hall. Short mat bowls in particular is gaining a following. As funds permit additional refurbishment is required to the toilets and the kitchen, shelving in the store room and the room next to the kitchen needs an overhaul. Mrs West paid tribute to Mr Simpson, the retiring treasurer, who had been pivotal to the success of the village hall extension project.

(vii) Neighbourhood Watch: Mrs Davies said that there was little to report this year, apart from the theft of a digger from a building site in Church Street at the beginning of April. The SID speeding machine is regularly used on the A417 outside the fruit farm and at the top of Station Road.

(viii) St. Mary’s Church: no questions raised.

4. Open Forum

(i) Improvements to children’s playground:

Mr Mason said that since the existing playground is “tired”, it was hoped to provide a new facility to appeal to a wide age range. A small group had been formed to look at funding for this project; the ball park figure for this is £50k. Mr Mason said that in order to apply for funding the need for this new facility needs to be established and a survey carried out. A “Drop In” will be organised to get children’s involvement in the design. He went on to say that there was keen competition for grants. WREN and the Big Lottery Fund are two possible sources of funding.

Dr Lott has agreed that some of the proceeds of the Uptonogood bike challenge will go to the Playground appeal. The Parish Council has £5k earmarked for the project.

(ii) Cycle Path to Blewbury

Mr Norman said that the project to improve the path between Blewbury and Upton had temporarily stalled. This is partly due to the landowners at both ends of the footpath being reluctant to change. The meeting agreed that we should not give up on this. (Clerk’s note: The group Sustainable Blewbury have been in touch and are keen to meet with representatives of UPC to take this further.)

(iii) Upton News

Mr Brown said that Upton News has historically been printed by the Churn Benefice Office, primarily as a Church newsheet. It is now difficult to contain all the articles in 4 pages and he questioned whether we should accept advertisements in order to cover the cost of the printing. The consensus was “no”. It was proposed that the new Parish Council consider making a payment, say £200 per year, to the Church Office to offset the cost of the printing. It was agreed that parishioners enjoy reading the Upton News as it is.

(iv) Village Roads Speed Limit

The question of whether it was feasible to install 20 MPH signs in residential areas in the village was raised. It was agreed that traffic calming measures be an agenda item for the new Parish Council.

(v) Update of Parish Plan

Mr Brown suggested that the Parish Plan be revisited in order to get a better idea of what parishioners want.

Mr de Wilde commented that since the Parish Plan had been conducted the village had become more empowered, he cited the BT Infinity Challenge which demonstrated this.

Revisiting the Parish Plan should be an agenda item for the Parish Council. Clerk

(vi) Roads and Footpaths

The following questions were raised:

· Who takes responsibility for trimming hedges which overhang footpaths?

· The road outside the Hitherto building project in Church Street is breaking up. Who should take responsibility for carrying out repairs?

The clerk will write to Highways to seek answers to these questions. Clerk

5. The Chairman’s Closing Remarks

The Chairman thanked those present for their attendance.

The meeting closed at 9.45 p.m.

6. Date of next meeting – Monday 9 April 2012

Clare Lightfoot

Clerk Upton Parish Council

19^th April 2011

Upton Parish Council

Minutes of Extraordinary Meeting held on Monday 11^th April 2011 at 7.40 pm in the Village Hall

PRESENT: Mr M Brown (Chairman), Dr R Lott, Mr D Mason, Mr S Norman, 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 Application UPT/12955/4, Elms Rise, Chilton Road. This proposal is to render elevations to main house and minor alterations to approved application UPT/12955/2. Applicants

Mr & Mrs M Amos. The plans, having been previously circulated, were discussed. There were no objections to the application. The clerk to advise the Vale accordingly. Clerk

Meeting closed at 7.45 p.m.

Clare Lightfoot

Clerk/Upton Parish Council

16^th April 2011

Minutes of Meeting of Upton Parish Council in the Village Hall on Tuesday 15^th March 2011 at 8.00 pm

PRESENT:

Mr M Brown (Acting Chairman), Mr J Dickens, Dr R Lott, Mr D Mason, Mrs L Shaw,

Mrs C Lightfoot (Clerk)

Mr R Farrell and Mr S Lilley (part time)

1. Apologies received from Mr Norman and PCSO 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 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 received

3. Minutes of meeting of Upton Parish Council held on 18^th January and Extraordinary Parish Council meetings held on 22^nd February 2011, having been previously circulated were agreed to be a true record and signed by the Chairman

4. Matters Arising:

(i) high speed internet – this issue is ongoing

(ii) Scottish & Southern High Voltage Cable: Mr Barrett has agreed to act on behalf of the PC

(iii) Signage in Chilton Road. New 30 signs have been erected on entering the village from Chilton Road. A letter of thanks to be sent to Highways. The roundels are still awaited. Clerk

5. PCSO’s Report

A written report had been received from PCSO Clayden. Following the clerk’s discussion with him regarding illicit motorcycling on a piece of land in Upton parish, located south of the Ridgeway, co-owned by 43 persons, he confirms that the police are aware and 2 bikers have been issued with Section 59s. Smoke from bonfires in the field at the rear of the George and Dragon has caused visibility problems on the A417. He requests that if this hazard continues the police should be made aware.

6. County Councillor’s Report

Mr Lilley reported that a grant of £1.2M is being made by Central Government towards repairing Highways. OCC is making £600k available for local communities and he will put us in touch with the appropriate person in County Hall so that we can investigate whether our playground scheme can attract a grant. He said that cabinet had now approved Local Transport Plan 3 – which encompasses the Harwell relief road. It is likely to be several years before finance is in place.

WRG are applying to build a Mechanical Biological Treatment plant north of the Power Station in Sutton Courtenay parish.

Bus Subsidy Review: Mr Lilley said that this is of vital importance to this rural community, he suggests that Upton and Blewbury make strong representation and he is willing to lend his support. (Clerk to contact Mr Homer, PTR, to enquire if he would like to help us make a case.) Clerk

He noted that the rail bridge project at the Milton interchange is overrunning, the knock on effect being that the time frame for the Didcot Station Forecourt project will slip.

7. District Councillor’s Report

Mr Farrell reported that the Vale has now set its budget with Council Tax remaining unchanged. The process was difficult as the grant from Central Government had reduced from £7.1M to £5.98M.

Front line services have been largely preserved. Pain had been felt during the past 2 years with the introduction of joint service arrangements with SODC which necessitated redundancies. A number of senior officers had taken retirement with the net result that the Vale’s staffing levels are thin and less experienced.

Reservoir: Mr Farrell said that the Government’s inspector had not given the green light. The recommendation had been made that more work is required on the water plan.

Localism Bill: the bill is complex but at its heart are powers that will fundamentally change the role of parish councils. Under Power 1 PCs will have the right to produce Neighbourhood Plans, ie the future development of a community will be determined by the PC. He said that in reality this was unrealistic for small PCs as professional help would be needed and the cost of this would be ~£18k.

8. Villagers’ Forum – none

9. Planning

UPT/21353 – proposal for single dwelling at rear of 3 Fieldside. It was noted that this application has been withdrawn

UPT/3451/12-CM – extending time period to 31 December 2010 for use of 2 storey office building without complying with conditions 2 of planning permission, at Prospect Farm. It was noted that permission has been granted.

UPT/11998/5 – Solar panels, supported by “A” frames, in rear garden at Pointers Piece, Chilton Road. Applicant Mr & Mrs Thomas. The plans were discussed and there were no objections. Clerk to advise the Vale accordingly. Clerk

10. Status reports from Councillors on areas of responsibility

i) Roads and Footpaths

· Maintenance of footpaths

Mr Norman has emailed Mr Mark Sumner of OCC to seek a contract for the Parish Council to continue with cutting village footpaths. The PC agreed that by cutting the footpaths “in-house” we achieve a much better result.

Clerk to remind Mr Norman that that there is a safety issue which OCC need to address concerning a slippery foot bridge near the old railway line towards Chilton which needs to be covered in wire. Clerk

Dr Lott has spoken to Mr Bucknell to ask permission for a working party to clear fallen tress and debris along Common Lane. RL

· Update on Sewerage Pipeline from Chilton to Upton:

Mr Brown said that no one on the Parish Council had been aware of the implications of this scheme until a vast number of heavy lorries, laden with hardcore, were seen proceeding up the Lynchway. He telephoned Optimise who admitted they were in error in not having contacted us. All their negotiations had been with the Chilton PC although in reality Chilton was virtually unaffected by the work.

Mr Brown has been told that the project, scheduled to be completed by end of June, should be completed by end of May. The Parish Council have a number of serious concerns:

i) The Lynchway, which will be closed towards the end of the project, could be unfit as part of the route for our annual Uptonogood cycle ride;

ii) Inconvenience to local parishioners whilst the A417 near the G&D is controlled by traffic lights;

iii) The Frog Alley pumping station may not be able to cope with the additional volume;

It was agreed that the PC will write to Optimise setting out our concerns. MB/Clerk

ii) Amenities including Recreation Ground

· Uptonogood

Dr Lott said that Uptonogood would he held on Saturday 18^th June, with camping in the Recreation Ground on Friday 17^th & Saturday 18^th June. A note will be put in Upton News to ensure that residents are made aware. There are some concerns about using the Lynchway

and also permission being granted to use Common Lane which is classified as a footpath.

· Goal Posts

Dr Lott reported that one of the small goal post was broken, Mr Brown agreed to replace it the next day. MB

iii) Young Parishioners including Play Area

· Playground

Mr Mason said that 2 grant applications had been unsuccessful and the applications need refocusing and the vision statement revising. The PC agreed that the committee should pursue the proposal made by KOMPAN who can arrange help with grant applications. Should this be successful KOMPAN would either carry out the work or charge £1k for the input made.

iv) Village Hall

· Land Regularisation: the deeds have now been signed off by the PC and UVHAT and the matter is being completed by Mr Simon Barrett, solicitor.

v) Communications – Nothing to report

vi) Volunteer Group

· Work on Common Lane will be organised as quickly as possible, if sufficient effort is available the overhanging ivy in Post Office Lane will be cut back but this is not seen as important.

vii) N.A.G. – No report

viii) UKAEA Local Liaison Committee – The next meeting is scheduled for 18^th March.

ix) Parish Transport Report – No report

11. Finance

i) Payments since last meeting:

M Brown/purchases from Staples for document storage system £44.27

Clerk’s Salary: £321

Subscription to Oxfordshire Association of Local Councils – £133.07

Subscription to Oxford Playing Fields Association – £35

The above payments were agreed.

ii) Receipts since last meeting:

Bank interest January 39p, February 35p

VAT Repayment: January £12.24, February £15.27

Annual payment from OCC in respect of footpath cutting, £450

The above receipts were agreed

iii) Agree charitable donations

A number of requests had been received during the year including: Air Ambulance, CAB,

South & Vale Carers, Oxfordshire Association for the Blind, CPRE, Sue Ryder “Chair Appeal” for Nettlebed Hospice, Ryder-Cheshire Volunteers, Oxfordshire.

Whilst these charities were all deemed to be worthy, it was agreed that donations would be made as follows:

£200 – St Mary’s Church (towards upkeep of cemetery and production of Upton News)

£25 – Mr Churchman (gratuity for locking recreation ground gates). This payment is justified under para 8 of the Local Govt Act 1972.

£50 – Air Ambulance

£50 – South & Vale Carers

£50 – Upton Methodist Church

12. Risk Assessment & Asset Register

A Risk Assessment and Asset Register, compiled by Mr Brown, had been circulated in advance of the meeting. The Parish Council ratified both these documents.

13. Parish Council Administration

· Document Storage

Mr Brown said that the document storage system was now complete and had been done in accordance with the Government’s Model Publication Scheme. The clerk expressed thanks to Mr Brown for having achieved this excellent system.

· Registering PC as an employer with HMRC

The clerk noted that under a new directive from HMRC the Parish Council is required to register as an employer. Clerk

14. Correspondence recently received

· Didcot Volunteer Centre car scheme: a letter had been received advising that the DVC’s grant from OCC is being reduced and requesting our support. The clerk was asked to write supporting DVC which provides transport for hospital and doctors appointments. Clerk

· Vale on Line Communications

· Meeting Everyone’s Needs – Vale Survey

· Rural News Digest – February & March

· Oxfordshire Car Share

· OALC February Issue

· British Legions 90^th Birthday – invitation to organise an event 10-12 June

· Electoral Review of Oxfordshire

All correspondence had been circulated either by email or in hard copy.

15. Dates for noting:

The following dates were noted: Annual Parish Meeting – Monday 11^th April at 8.00 p.m.

Election of Councillors – Thursday 5^th May Nominations to be made by noon on 4^th April.

The next meeting is to be held on Tuesday 17^th May at 8.00 p.m.

Clare Lightfoot, Clerk

Tel: 01235 850486

20^th March 2011

UPTON PARISH COUNCIL

Minutes of Extraordinary Meeting held on Tuesday 22^nd February 2011 at 8.15 pm in the Village Hall

PRESENT: Mr J Dickens (Chairman), Dr R Lott, Mr D Mason, Mr S Norman, Mrs L Shaw,

Mrs C Lightfoot (Clerk), Mr B Simpson.

2 members of the public attended for item 3.

1. Apologies – Mr M Brown

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 UPT/368/4 – Erection of 4 bedroomed detached house, detached garage and new access on land adjacent to Kameki, Chilton Road. Applicant Mr I Ross.

The plans, having been circulated to members in advance of the meeting, were discussed. It was agreed that the plans met planning criteria and the Parish Council had no objections. Clerk to advise the Vale accordingly. CL

4. Land Regularisation: Following legal advice Upton Village Hall Amenity Trust (UVHAT) has resolved that the land presently owned by UVHAT should be transferred back to the Parish Council in consideration of a conveyance from the Council of the land occupied by the extended hall and patio, plus a border of 0.5 Metres. In order to execute this, Mr Mason proposed that Mr Dickens and Mr Brown be given delegated power to sign the deed on behalf of the Parish Council. Mr Norman seconded the proposal and all were in favour.

Meeting closed at 8.40 p.m.

Clare Lightfoot

Clerk/Upton Parish Council

25^th February 2011

2010-2011