UPTON PARISH COUNCIL

Minutes of Extraordinary Meeting held in the Village Hall on Saturday 16^th October 2010

Present: Mr J Dickens (Chairman), Dr R Lott, Mrs L Shaw, Mrs C Lightfoot (Clerk)

1. Apologies received from Mr M Brown, Mr D Mason & Mr S Norman

2. Declaration 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 (please refer to the notes at the end of agenda). Reminder to Members of the requirement to complete and return the Register of Members’ Interests and the Gifts/Hospitality Register. None recorded

3. Planning Application

(i) UPT/368/3-X – proposed erection of two dwellings in the garden of Kameki, Chilton Road, Upton with proposed new access. Applicant Mr M Brown.

The plans were examined and discussed. In conclusion it was agreed that the

the Parish Council did not object to this application, however in our response to the Vale we request the following issues be taken into account:

Given the proposal for two 4 bedroom properties at the rear of Kameki,

concern was raised about:

The increased amount of vehicles onto the already busy Chilton Road which is a through route for traffic to Harwell Campus and the A34. The proposed new access is in close proximity to the junction of Chilton Road and the A417 which the Parish Council cited as “a hazardous junction”. (Planning Application UPT/7108/2 refers.)

One property on the plot would be preferable and would be more in keeping with the rural setting as befitting of the village and the proximity of the site to an Area of Outstanding Natural Beauty.

The planning permission sought is only outline and the Parish Council was concerned that the proposed two dwellings could be altered significantly prior to final construction, potentially having a greater impact on the area and the issues raised above.

The Clerk to respond to the Vale accordingly. Clerk

The meeting closed at 10.55 a.m.

Clare Lightfoot (Clerk)

27^th October 2010

Minutes of Upton Parish Council Meeting in the Village Hall on Wednesday 22^nd September 2010 at 8.00 pm

Attendees: Mr M Brown (Chairman), Dr R Lott, Mr D Mason, Mr S Norman, Mrs L Shaw,

Mrs C Lightfoot (clerk), PCSO D Clements (part time), Mr R Farrell (part time) and Mr S Lilley (part time)

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. Minutes of meeting of Upton Parish Council held on 28^th July 2010 and Extraordinary Parish Council meeting held on 8^th September 2010 having been previously circulated were agreed to be a true record and signed by the Chairman.

4. Matters Arising;

(i) Recreation Ground Gates: Mr Brown has spoken to Mr Churchman regarding the ongoing opening and closing of the recreation ground gates. It has been agreed that Mr Churchman will continue as he has done in the past, ie during term time he will open the gates early morning, closing them after the children’s bus returns from school.

(ii) John Deere Registration: the clerk is obtaining a certificate of newness for the John Deere mower in order to get the machine registered with DVLA. (Clerk’s note: certificate of newness was received on 25^th September. Now awaiting registration document from DVLA.)

5. PCSO’s Report. PCSO Clements reported that the summer had passed by with a reduction in anti-social behaviour. Hare Coursing operations are starting. She confirmed that the routine police surgeries held in the village will continue.

6. County Councillor’s Report

Mr Lilley reported that the County Council is scrutinizing budgets as top priority. He reminded the meeting of the Big Debate Roadshows which are in progress to enable parishioners to have their say regarding cuts to the County Council’s budgets. He promised to keep a watching brief and will report back on anything pertinent to local parishes.

Potholes: should there be a prolonged period between reporting potholes to Highways and action being taken he will pursue this on our behalf. He said that holes likely to cause serious vehicular damage are given priority.

Local Transport Plan No 3 has been published on 20^th September in which no serious modifications have been made for this area. He said that monies coming from the Great Western Park Development will be ring-fenced for road improvements local to the development including the Harwell relief road.

7. District Councillor’s Report

Mr Farrell said that the Coalition Government is consulting on a scheme of awarding “new homes incentives” to Councils, there is broad agreement in Oxfordshire on the initial proposals. He reported that the Vale and SODC are objecting to the proposed closure of Didcot Magistrates’ Court. He noted that the Standards Board is to be abolished and in future the responsibility of dealing with councillors who break the rules will be a criminal matter dealt with by the courts, this is likely to be more cost effective. Proposals recently released will give the Local Ombudsman more teeth.

8. Villagers’ Forum – none

9. Planning: nothing to report since the extraordinary planning meeting held on 8^th September.

10. Status reports from Councillors on areas of responsibility

i) Roads and Footpaths:

Mr Norman reported that he and Mr Shayler (Blewbury PC rep) had met with Mr Mark Sumner (OCC footpaths officer) and walked the length of Coffin Way, looking particularly at the area over the stream. Mr Sumner suggested some levelling and bringing in of aggregate. However since Mr Sumner did not regard the footpath as a safety hazard it would be regarded as low priority. It would appear that there is a gap between our expectations and what OCC can afford. We await the outcome of Mr Sumner’s discussion with the farmer.

As an alternative consideration was given to a good D-I-Y job of flattening the area to enable the ride on mower to be run down the path.

It was noted that the gate at the back of the George & Dragon remains locked.

ii) Amenities including Recreation Ground:

Dr Lott informed the meeting that youths were actively raising funds to get a digger to sculpt the cycle humps. He said that the area was being kept tidier.

It was agreed that the issue of bin emptying needs to be resolved before a decision is made on getting an additional bin by the humps. MB

iii) Young Parishioners including Play Area:
Dr Lott said that the George & Dragon propose to run a weekly meat draw with the proceeds going to a good cause. It was felt that improving the play area might be such a cause. The PC felt this to be a generous offer. Mr Mason will draft a covering note, to be checked by Mr Simpson (internal auditor) to be passed to the pub.

Mr Mason has now got a group together to look at the possibility of obtaining grants and to undertake local fund raising for a major improvement programme for the Play Area.

Dr Lott thought that there might be an option of sharing the Uptonogood proceeds with the Play Area Fund in 2011.

iv) Communications:

Mr Brown said that it had been policy not to run adverts in Upton News in the past. After discussion it was agreed to continue along these lines although parishioners private adverts are acceptable. Mr Brown reminded councillors that all emails generated on behalf of the council should be copied to the Clerk or himself to be stored on disc.

v) Volunteer Group:

Dr Lott reported that the Volunteer Group had recently undertaken the major task of laying the matting to extend the car park. This had taken a great deal of effort but had achieved an excellent result. Post Office lane is an area needing attention in due course.

vi) N.A.G.: – nothing to report

vii) UKAEA Local Liaison Committee:

Mr Brown stated that we were not presently represented on this forum, he is still awaiting the file from Mrs Seelig. In the absence of the information he will make contact with UKAEA directly.

viii) Parish Transport Rep: – nothing to report.

ix) UVHAT:

Mrs Shaw reported on the meeting of UVHAT held on 13^TH September. She said that the chief item of business concerned the new Village Hall Trust Deed which was presented by Mr. Simpson in draft. This document will be sent to the Charity Commissioners for their comment. She also mentioned the regularization of land on which the hall stands. Arrangements are being made for the footprint of the hall, plus one meter around the building, plus the patio to be transferred to UVHAT. In exchange the land currently owned by UVHAT will be transferred to the Parish Council. Mr. Brown has been asked by UVHAT to draw up a plan of the area in order that this can be taken forward.

11. Finance

i) Payments since last meeting:

Clerk’s Salary: £321 + expenses £7.39

M Brown, expenses: fuel for grass cutting – £40 + Boddingtons Ltd (pins for car park matting) £158.63

The above expenses were noted.

ii) Receipts since last meeting:

Proceeds of Barn Dance (Mr & Mrs S Powell) – £1343.10

Bank interest July 38p, August 35p

VAT Repayment – July £7.94, August £19.41

These receipts were noted.

12. Correspondence recently received

• Parish News from the Rural Service
• The Playing Field
• OALC Members Update – August
• PCT Health News – July 2010
• No Need to Nuclear, campaign letter
• Didcot Community Forum notification of meeting 27^th September 2010
• Notification of Oxfordshire’s Community Climate Conference – 13^th November
• Thank you from the Chairman of the Vale following her visit to the fete.

The above correspondence is in circulation either in hard copy or by email.

13. Date of next meeting: The next meeting is to be held on Tuesday 16^th November 2010.

Clare Lightfoot, Clerk

Tel: 01235 850486

24^th September 2010

UPTON PARISH COUNCIL

Minutes of an Extraordinary Meeting of Upton Parish Council on Wednesday 8^th September 2010 at 8.00 pm

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

1. Apologies – none

2. Declarations of Interest

Members are asked to declare any personal interest and the nature of that interest which they may have in any of the items under consideration at this meeting (please refer to the notes at the end of agenda). Reminder to Members of the requirement to complete and return the Register of Members’ Interests and the Gifts/Hospitality Register. None Recorded.

3. Planning Application

(i) UPT/20551/1 – proposed change of use from agricultural land to the creation of wild life area, orchard, play area and vegetable garden. Land at rear of Scotland’s Ash. Applicant Mr P. Mansbridge. After examination of plans the Parish Council agreed that there were no objections. However the clerk was asked to record the following note in her response to the Planning Department “the Parish Council expressed an element of concern about further development on this site in the future.” Clerk

(ii) UPT/21243 – proposed front, side and rear extensions. Thistledome, Stream Road. Applicant Mrs J Hammond. The plans were examined and no objections raised. Clerk to advise Planning Department accordingly. Clerk

4. Future Meeting Dates

It was agreed to hold future Parish Council meetings on the 3^rd Tuesday each month from November through to May 2011.

Clare Lightfoot (Clerk)

10^th September 2010

Minutes of meeting of Upton Parish Council held in the Village Hall

on Wednesday, 28^TH July 2010 at 8.00 pm

PRESENT: Mr M Brown (Chairman), Dr R. Lott, Mr D. Mason, Mr S. Norman, Mrs L Shaw,

Mrs C Lightfoot (clerk), Mr R. Farrell, PCSO L. Gardner, 1 member of the public

1. Apologies – 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 . Mr Brown declared an interest in Item 11, planning application UPT/19353/1 (neighbouring property).

3. Election of Chairman and Vice Chairman

Chairman: Mr J Dickens proposed by Mr Mason, seconded by Mrs Shaw. All in favour

Vice Chairman: Mr M Brown proposed by Mr Norman, seconded by Mrs Shaw. All in favour

4. Minutes of meeting of Upton Parish Council held on 26^th May and Extraordinary meetings held on 7^th & 29^th June 2010. Mr Mason proposed an addendum to the minutes of 26^th May, ie Item 2 “Cooption of new councillors” be expanded and the following sentence added: “Dr Lott and Mrs Shaw duly signed the Declaration of Acceptance of Office and Register of Members’ Interests”. This was seconded by Mr Norman, all in favour. The minutes having been previously circulated were signed as a true record.

5. Matters Arising

· Future caravan rallies: one comment had been received following the item in Upton News requesting feedback on the caravan rally held at Easter. The Parish Council agreed to restrict the use of the Recreation Ground to one weekend caravan rally per year.

· George & Dragon football team. Dr Lott reported that the George & Dragon do not wish to pursue using the Recreation Ground for their matches. It was noted that a number of youths are meeting for football practise. Dr Lott to ask these players whether they would like to use the nets. RL

A number of cars are being parked in Station Road as the gates remain locked during school holidays. Mr Brown will look into this. MB

· John Deere ride on mower, 3^rd party RTA insurance is now in place. Clerk to arrange licence plates via DVLA. Clerk

6. PCSO’s Report

PCSO Gardner reported that additional patrols were being carried out around Wattle Cottage Farm due to theft of property. Attention is being paid to vulnerable elderly people in the village.

7. County Councillor’s Report – in Councillor Stewart Lilley’s absence there was no report.

8. District Councillor’s Report

Mr Farrell reported on specific planning issues. An officer from The Wessex Downs Area of Outstanding Natural Beauty has revisited the field behind the George & Dragon. He was of the view that since the portable buildings have not been moved for some time the Vale’s enforcement officer might be persuaded that there is sufficient evidence that theses buildings were not “chattels” and should not have been given permission.

Fieldside Cottage – planning appeal. Mr Farrell said that this could be a lengthy process. He felt that the Enforcement Officer should be urged to proceed.

Hitherto: Mr Farrell said that he had looked at the plans and could see no way of getting the plans overturned.

The Vale’s Local Plan has become a pressing issue as the current plan expires in 2011 and something needs to replace it. He said that the Local Development Framework is ongoing. The new Government’s top down approach to planning is on the way out.

9. Villagers’ Forum

Coffin Way:

Mr M Shayler (Blewbury Parish Councillor) said that Blewbury PC is keen to see their section of the path improved. It was agreed that Mr Shayler and Mr Norman will liaise with Mr Bucknell the tenant farmer. SN/MS

Since our last meeting Mr Norman had spoken to Mr M Sumner (Footpaths Officer, OCC), who did not want the profile of the path changed since it is an ancient route. Mr Sumner agreed to contact the farmer about leveling the existing path.

10. Village Hall:

· Regularisation of Land ownership – nothing to report. Clerk to contact Mr Simpson. Clerk

· Ongoing work around hall:

Resurfacing Existing Car Park: Mr Brown was pleased to report that the resurfacing of the car park had been completed, weeds around car park and the hall had been treated with 2 doses of weedkiller and white lines have been put down by Mr de Wilde and Mr Brown.

Extension to Car Park: the material is on order and will be laid by a working party as soon as it rains and the ground has softened and the grass begins to grow. Surplus soil to be removed. MB/RL

Parish Council Archives: these need to be brought to the hall for storage in due course. Clerk

11. Planning

For decision:

UPT/19353/1 – Erection of a front entrance porch at The Paddock, Chilton Road. The plans were examined and no objections raised. Clerk to notify the Vale accordingly. Clerk

For noting:

· UPT/19316/5 – Fieldside Cottage – Planning Inspector’s dismissal of appeal

· UPT/20226/2 – Erection of 2 chalet bungalows, Hitherto – permitted 17^th June 2010

· UPT/21068/1 – 5 Fieldside – permission granted (8^th July 2010)

· UPT/832/6 – Erection of general purpose agricultural building, Inghams Farm – permission granted (5th July 2010)

· Tree preservation order on Silver Birch at Methodist Church

The above items were noted.

12. Status reports from Councillors on areas of responsibility

i) Roads and Footpaths

Mr Norman reported that the contract is now in place for Upton Parish Council to maintain village footpaths, all of which are under control. Mr Brown reported that he had discussed Common Lane with Mr Bucknell who has offered to tidy up the overgrowing brambles. Mr Norman was asked to again get in touch with Mr Sumner regarding unlocking the gate at the rear of the George & Dragon. SN

ii) Amenities including Recreation Ground

Dr Lott said that Cyclox’s offer to improve the cycle jumps has not materialised. A discussion ensued on the best way of maintaining the jumps that are attracting a number of young people. Mr Brown felt that the lads and their dads, along with a member of the Parish Council, should be encouraged to take ownership of this area and to keep it tidy. The provision of a litter bin was discussed, also posting a notice setting ground rules. Mr Lott agreed to talk with lads and dads about keeping the area tidy. Clerk to investigate cost of post mounted litter bin. RL Clerk

iii) Young Parishioners including Play Area

Mr Mason has 3 parishioners volunteering to be members of a sub-committee to investigate the possibility of obtaining grants that he believes are available for a major update to our play equipment. He proposed that a survey be carried out to establish the sort of equipment that the village children would like to see installed. It was agreed to put a gate in the fence on the West side of the hall at some time in the near future. Mr Brown will investigate the cost of the gate and ironmongery. DM MB

iv) Communications – nothing to report

v) Volunteer Group

The car park extension and clearing Post Office Lane remain as jobs on the list.

vi) N.A.G. Nothing to report

vii) UKAEA Local Liaison Committee

Mr Brown asked the clerk to retrieve the file from Mrs Seeling. Clerk

viii) Parish Transport Rep

Correspondence has been received stating that due to reorganisation the next meeting of PTRs has been deferred, date to be notified.

ix) UVHAT

Mrs Shaw asked the clerk to keep her informed of the date for the next UVHAT meeting. Clerk

13. Finance

i) Approval and Acceptance of Annual Return

The audit has now been completed by BDO, with the comment that there was an error of £1

in the figures due to rounding. Mr Norman proposed that the Parish Council approve and accept the annual return. This was seconded by Mr Brown, with all in favour.

ii) Payments since last meeting:

G & I Ayres (resurfacing car park) – £1500

Boddingtons Ltd (material for car park extension) – £2068

Vale White Horse DC (emptying 2 dog bins, 1 Jan – 31 March 2010) – £102.50

Vale White Horse DC (emptying 2 dog bins, 1 Apr – 30 June 2010) – £102.50

BDO (audit fee) – £646.25

Clerk’s Salary – £321

Mike Brown – £281.21 Petrol, Turfs, Paint and Printing.

The above payments were agreed

Receipts since last meeting:

Bank interest May 45p, June 42p

June VAT Repayment – £47.60

These receipts were noted.

14. Correspondence recently received

· Vale WHDC – Arrangements for distribution of new bins

· Mobile Shop weekly visit, commencing November – notification from Becci Cox

· Vale’s Chairman’s wish to visit village activities – Chairman has been invited to the fete.

· Vale’s list of seminars “Preparing for emergencies – a community approach”

· Parish News from the Rural Service

· CPRE May/June Briefing

· OALC June & July edition

· ORCC July bulletin

· New Countryside Access – guideline for local councils

· Vale Chairman’s Awards: nominations are requested for this annual award.

The above correspondence is in circulation.

15. Date of next meeting: The next meeting is to be held on Wednesday 22nd September 2010.

Clare Lightfoot, Clerk

Tel: 01235 850486

2^nd August 2010

UPTON PARISH COUNCIL

Minutes of an Extraordinary Meeting of Upton Parish Council in the Village Hall on Monday 7^th June 2010 at 8.30 pm

Attendees: Mr J Dickens (Chairman), Mr M Brown, 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. Dr Lott declared an interest in planning application UPT/21068/1 and withdrew from the discussion on item 3.

3. Planning Application

UPT/21068/1 – double storey rear extensions and single storey rear extension, porch to front – re-submission. Applicant Dr R Lott, 5 Fieldside. This application differed very little from UPT/21068, which had been discussed at an Extraordinary Meeting of the Parish Council held on 18^th January 2010, and to which the PC had no objections. Following discussion the PC agreed that there were no objections. Clerk to advise the Vale accordingly. Clerk

4. Update on Bike Jumps: Dr Lott said that following the Uptonogood bike ride appearing on the web site he had received a call from members of Cyclox who volunteered to do a demonstration at the Uptonogood event. In advance of this they would be willing to construct jumps from the soil mounds in the Recreation Ground, a mini digger may be needed for this purpose. Dr Lott asked whether the Parish Council would be in agreement with making a contribution of £100 towards the hire of this equipment. After discussion, Dr Lott proposed that we make £100 available for the construction of bike jumps, subject to a member of the Parish Council supervising the work, seconded by Mr Dickens, with all in favour. The work is likely to take place between 16^th & 19^th June.

5. Any other business

Recreation Ground

• Re-seeding Grass: Mr Brown reported that the due to the difficult growing season the grass seed planted around the patio area has not taken well. Mr Brown proposed that the Parish Council buy 50 square yards of turf at a cost of £100, seconded by Mr Mason, with all in favour. Mr Brown will purchase the turf and arrange for it to be laid before the bike ride. MB

Volunteers would be required to lay the turf.

• George & Dragon Football Team: a letter had been received requesting the use of the football pitch, goal posts and the use of the village hall as a changing room for a Sunday League Team. After discussion the Parish Council was generally supportive of their use of the pitch and goal posts, and in particular welcomed the idea of youth training. There were however concerns about the use of bad language. Dr Lott will draft a response, drawing their attention to the need for them to address the issue of using the hall to UVHAT. RL

Meeting closed at 9.40 p.m.

Clare Lightfoot

Clerk

8^th June 2010

UPTON PARISH COUNCIL

Minutes of an Extraordinary Meeting of Upton Parish Council in the Village Hall meeting room, on Tuesday 29^th June 2010 at 8.00 pm

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

1. Apologies – received from Mr J Dickens, Mr M Brown & Mr D Mason

1. Audit – following discussion Mr S Norman proposed that as recommended by the auditors, BDO llp, £21,000 loan repayment should be shown in Box 5 of the Accounting Statements, and correspondingly a reduction be made in Box 6 – “total other costs”. Seconded by Dr Lott with all in favour. Clerk to respond accordingly to BDO.

Meeting closed at 8.35 p.m.

Clare Lightfoot, Clerk

Tel: 01235 850486

29^th June 2010

Minutes of an Extraordinary Meeting of Upton Parish Council

in the Village Hall on Monday 7^th June 2010 at 8.30 pm

Attendees: Mr J Dickens (Chairman), Mr M Brown, 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. Dr Lott declared an interest in planning application UPT/21068/1 and withdrew from the discussion on item 3.

3. Planning Application

UPT/21068/1 – double storey rear extensions and single storey rear extension, porch to front – re-submission. Applicant Dr R Lott, 5 Fieldside. This application differed very little from UPT/21068, which had been discussed at an Extraordinary Meeting of the Parish Council held on 18^th January 2010, and to which the PC had no objections. Following discussion the PC agreed that there were no objections. Clerk to advise the Vale accordingly. Clerk

4. Update on Bike Jumps: Dr Lott said that following the Uptonogood bike ride appearing on the web site he had received a call from members of Cyclox who volunteered to do a demonstration at the Uptonogood event. In advance of this they would be willing to construct jumps from the soil mounds in the Recreation Ground, a mini digger may be needed for this purpose. Dr Lott asked whether the Parish Council would be in agreement with making a contribution of £100 towards the hire of this equipment. After discussion, Dr Lott proposed that we make £100 available for the construction of bike jumps, subject to a member of the Parish Council supervising the work, seconded by Mr Dickens, with all in favour. The work is likely to take place between 16^th & 19^th June.

5. Any other business

Recreation Ground

• Re-seeding Grass: Mr Brown reported that the due to the difficult growing season the grass seed planted around the patio area has not taken well. Mr Brown proposed that the Parish Council buy 50 square yards of turf at a cost of £100, seconded by Mr Mason, with all in favour. Mr Brown will purchase the turf and arrange for it to be laid before the bike ride. MB

Volunteers would be required to lay the turf.

• George & Dragon Football Team: a letter had been received requesting the use of the football pitch, goal posts and the use of the village hall as a changing room for a Sunday League Team. After discussion the Parish Council was generally supportive of their use of the pitch and goal posts, and in particular welcomed the idea of youth training. There were however concerns about the use of bad language. Dr Lott will draft a response, drawing their attention to the need for them to address the issue of using the hall to UVHAT. RL

Meeting closed at 9.40 p.m.

Clare Lightfoot

Clerk

8^th June 2010

Minutes of meeting of Upton Parish Council held on Wednesday, 26^TH May 2010 at 8.00 pm 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 (part-time), Mr S Lilley (part-time)

1 villager

1. Apologies – there were no apologies

2. Cooption of new councillors: The Chairman welcomed Dr Lott and Mrs Shaw to the Parish Council as co-opted members

3. 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.

4. Minutes of meeting of Upton Parish Council held on 24^th March and Extraordinary meetings held on

19^th April and 18^th May 2010 having been previously circulated were agreed to be a true record and signed by the Chairman

5. Matters Arising

• Contract for cutting footpaths – see Item 13(i)
• RTA 3^rd party insurance for John Deere mower – see Item 15(ii)

6. PCSO’s Report – in the absence of a PCSO there was no report

7. County Councillor’s Report

Mr Lilley reported that following the Chancellor’s announcements Oxfordshire County Council is further examining its budgets to identify areas that can be trimmed. He said that WRG is submitting a planning application for a mechanical and biological waste treatment facility in Sutton Courtenay. A follow-up to the Didcot Area Summit is being arranged for 16^th June. Mr Lilley suggested that if we weren’t being represented at this meeting he would raise any points on our behalf. Mr Lilley said that the local bus review is taking place in December 2011 and he will argue the case for continued bus subsidies. It was noted that Stage Coach and Go Ahead share routes and have an integrated ticketing system throughout Oxfordshire.

8. District Councillor’s Report

Mr Farrell said that the Vale’s financial plan anticipates a 5% reduction year on year. He reported that there are changes in the planning process with regional spatial strategies being abolished. The Infrastructure Planning Commission is deemed to be undemocratic and is likely to be replaced by a sub-section of the Planning Inspectorate. He said that a green paper is being put forward which will give local people some right of appeal.

9. Villagers’ Forum – no discussion

10. Upton Parish Council Plan 2010-2011. A draft document had been circulated by the Chairman in advance of the meeting. Following discussion of the aims and objectives, Mr Dickens proposed that the plan be adopted, seconded by Mrs Shaw. All members were in favour.

11. Village Hall:

· Regularisation of Land ownership

Mr Dickens reported on a meeting held between representatives of UVHAT and the Parish Council to discuss regularisation of land. It had been agreed to go ahead with the long term lease of the footprint of the hall and patio to UVHAT. The car park will remain the responsibility of the Parish Council.

· Extension to car park

Mr Brown had obtained 2 quotes for material for the car park extension which will provide space for an additional 19 cars. These quotes amounted to £1760 and £1046 (excVAT). Having examined the 2 samples provided the council agreed to go ahead with the purchase of the more expensive material. Proposed by Mr Brown seconded by Mr Dickens, with all in favour.

Three quotes have been received for two different packages of work to improve and resurface the existing car park:

1. Package 1 includes taking out the back corner, building a soak away and resurfacing – Quotes varied between £6,188 and £6,506 excl VAT.

2. Package 2 is as Package 1 with the addition of straightening the entrance to run parallel with the trees. This improves the entrance and gives room for an extra 3-4 cars – Quotes varied between £8,188 and £8,447 excl VAT.

If this work is to go ahead it will have to be paid for by UVHAT. Mr. Brown will meet with UVHAT to discuss taking it forward. It is understood that UVHAT’s Treasurer, Mr. Brian Simpson, is seeking clarification on the position of UVHAT donating the money to the Parish Council to allow the council to place and control the contract.

12. Planning

· UPT/21018/1 – 4 Fieldside. It was noted that planning permission was granted on 23^rd April 2010

· Chilton Waste. An email has been received from OCC advising that Chilton Waste have requested an extra 3 hours usage following Bank Holidays, no operation would take place on site other than importing and placement of waste. The Parish Council had no objections.

13. Status reports from Councillors on areas of existing responsibility

i) Roads and Footpaths:

· Mr Norman reported that the contract with OCC has now been agreed. Payment will be received by the PC once OCC is satisfied with the work undertaken. There is an ongoing issue with access to the footpath at the rear of the George & Dragon. Mr Norman will contact Mr Sumner, footpaths officer, regarding changing the lock to enable access.

· Footpath to Blewbury: Mr Norman said that Mr Sumner acknowledges that OCC has a duty to maintain Coffin Way and suggests rotovating the path. An alternative suggestion to move the footpath over by 2 metres to give a flat surface that could be easily kept mown had been suggested by the farmer as a possible way forward in a conversation with Mr. Brown. In discussion this latter idea was the less preferred option. Mr Norman will revert to Mr Sumner asking him to negotiate a solution.

ii) Amenities including Recreation Ground: work on cycle humps needs to be coordinated. Mr Ben Shaw volunteered to help with this in the short term.

ii) Young Parishioners including Play Area: it was noted that regular inspections are no longer taking place. Parents of users of the play area to be asked to take turns to do the monthly checks.

iv) Communications: nothing to report

v) Volunteer Group: a meeting is required to set tasks including purchase and erection of 2 gates in the play area, cutting hedges around play area, tidy up Post Office Lane, laying extended car park

vi) N.A.G. – the minutes of the last meeting show 2 areas of concern: traffic speeding and dog poo.

vii) UKAEA Local Liaison Committee – Mr Brown will undertake to attend future meetings

viii) Parish Transport Representative. The Chairman reported that Mr G Homer has volunteered to act as Parish Transport Representative and attended a meeting on our behalf on 12^th May 2010.

ix) Energy Saving Initiative – items pertaining to Energy Saving will be inserted in Upton News.

14. Allocation of councillors’ responsibilities

The following areas of responsibility were agreed:

• Young Parishioners, including the play area – Mr D. Mason (assisted by Mr J Dickens & Dr R Lott)

(It was agreed that this group, possibly assisted by other parishioners, might look towards funding for enhancement of the play area.)

• Amenities (including Recreation Ground) – Dr R Lott
• Roads and Footpaths – Mr S Norman
• Communications – Mr M Brown
• Volunteer Group – Mr M Brown (assisted by Dr R Lott)
• Planning – Mr J Dickens & Mr M Brown
• Village Hall – Mrs L Shaw
• NAG – Mrs C Davies
• UKAEA Stakeholders Rep – Mr M Brown
• Parish Transport Rep – Mr G Homer

15. Finance

i) Adoption of Accounts

Copies of the accounts, having undergone internal audit by Mr B. Simpson, were distributed. Mr Dickens proposed that the accounts be adopted, seconded by Mr M Brown, with all in favour.

ii) Payments since last meeting:

Aviva – Annual Insurance Premium – £308.08 + £131.25 3^rd party traffic act/John Deere mower

Repayment of loan to UVHAT – £16,500

Clerk’s Salary – £311.80

Clerk’s expenses including refreshments for APM – £49.82

Sundries relating to village hall and grass cutting (Mr Brown) – £90.84

The above items were noted for payment.

Discussion ensued regarding the necessity of obtaining 3^rd party traffic act insurance on the John Deere mower to allow the machine to be driven through the village. The majority of the Parish Council were in favour of this expenditure.

Following Mrs Seelig’s resignation, it was agreed that Mrs Shaw would be the 3^rd signatory on the Parish Council account. Clerk to arrange for the mandate to be changed. Clerk

Receipts since last meeting:

Precept £3,625 – (8^th April)

Bank interest March 49p, April 66p

The above receipts were noted.

iii) Review of clerk’s salary: the Chairman reported that no payrise is due this year, however it was agreed that the clerk should move up one point on the payscale.

16. Future Caravan Rallies

The caravan rally organisers have requested they be permitted to hold their 2011 Easter Rally in Upton Recreation Ground. Whilst it was felt there were positives about holding the Rally, there were also concerns: damage to the Recreation Ground; changes to waste disposal need to be addressed; residents should be consulted. It was agreed that villagers should be asked for their views through Upton News before a final decision is made.

17. Correspondence recently received

i) Invitation to ORCC 90^th Birthday – 3^rd July 2010

ii) VWH – grants for insulation

iii) Home2School – Summer 2010

iv) Fieldwork April 2010

v) Playing Field, Spring 2010

vi) Biodiversity News May 2010

vii) ORCC Spring/Summer bulletin

viii) Rural Services Network (www.ruralservicescommunity.net)

The above correspondence was in circulation, either by email or hard copy.

18. Date of next meeting: The next meeting is to be held on Wednesday 28^th July 2010.

Meeting closed at 10.50 p.m.

Clare Lightfoot, Clerk

Tel: 01235 850486

2^nd June 2010

Minutes of an Extraordinary Meeting of Upton Parish Council on Tuesday 18^th May 2010 at 8.00 pm

Attendees: Mr J Dickens (Chairman), Mr S Norman, Mr D Mason, Mrs C Lightfoot (Clerk)

Mr Ian Gibson (representing More To More Ltd)

Prior to the commencement of the meeting Mr Gibson, representing More to More Ltd, explained the rationale behind planning application UPT/20226/2.

1. Apologies – received from 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 Applications

UPT/20226/2 – Demolition of existing bungalow, erection of 2 chalet bungalows, Hitherto. Amendment to previously approved application UPT/20226/1. Applicant More To More Ltd

The Parish Council examined the plans, being an amendment to UPT/20226, which application came before the Parish Council in October 2008. In conclusion the Parish Council objected to the application on the same grounds as previously:

“The appearance of the buildings is not in keeping with the location opposite the church and the old school buildings. We strongly object to the glass gable ends which are an out of place, striking feature, not mentioned in the design statement, indeed they are contradictory to para 5, which claims no overlooking of neighbouring plots.”

The Parish Council conceded that planning application UPT/20226/2 incorporating the use of natural slate in place of blue slate tiles, and less cladding, improves the aesthetics of the development.

UPT/12955/2 – Alteration and extension, Elms Rise, Chilton Road. Applicant Mr M Amos

The plans were examined and discussed. The PC had no objections.

UPT/832/6 – Erection of general purpose agricultural building to BS5502 Class II, Inghams Farm, Chilton Road, West Hagbourne. Applicant Mr R. Napper. The plans were examined and in principle there were no objections. The Parish Council requests that further consideration be given as to how the visual impact could be lessened.

The clerk to advise the Vale accordingly.

Meeting closed at 9.50 p.m.

Clare Lightfoot

Clerk

18^th May 2010

UPTON PARISH COUNCIL

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

Monday 19^th April 2010 at 8.00 pm

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

1. Apologies – received from Mr D Mason, & Mrs T Seelig

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/4042/1: Erection of 2 storey side extension to create a ground floor carport with a bedroom above, roof alterations with new dormers to front and rear, at Mouse House, Station Road. Applicant Mr W Carr. The Parish Council examined and discussed the plans and had no objections. In discussion it was felt that the appearance of the building could be improved by reducing the number of windows on the first floor. The clerk was instructed to note this in the Parish Council’s response to the Vale. Clerk

4. Maintenance of Footpaths

Mr Norman reported that he had received from Oxfordshire County Council the terms under which the Parish Council could undertake the cutting of parish footpaths for an annual fee of £450. The Parish Council agreed, in principle, that we would like to enter into a contract with OCC but before we could do so the issue of accessing Footpath 8 (at the rear of the George & Dragon) needed resolving. Mr Norman said that Mr Sumner had taken responsibility for arranging access. Mr Brown agreed to telephone Mr Sumner to expedite the access issue.

A discussion then ensued to determine the logistics of the volunteer work group undertaking cutting footpaths. Clerk to check with our insurers (Aviva) whether cover can be provided to drive the mower in the highway. Clerk

5. Regularisation of Land:

It was reported back to the Council that UVHAT supported an idea put forward by Mr Brown that a small committee be set up to come up with a proposal on future responsibility for areas of the Recreation Field. It was agreed that the Clerk should ask 2 representatives of UVHAT to meet with Mr Brown and Mr Dickens to agree on the objectives for the committee before deciding who should be asked to be members of the committee.

Clare Lightfoot, Clerk

Tel: 01235 850486

20^th April 2010