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

UPTON PARISH COUNCIL

Minutes of the Annual Parish Meeting of Upton

Held on Monday 12^th April 2010 at 8.00 p.m. in the Village Hall

Present: Mr J Dickens (Chairman), Mr M Brown, Mr D Mason, Mr S Norman,

Mrs T Seelig, Mr G Summers

Mrs C Lightfoot (clerk)

Mr R Farrell (District Councillor)

Mrs J West (Upton Village Hall Amenities Trust)

4 members of the public

1. Apologies for absence: received from Mr B Shaw, Mrs L Shaw, Mr S Lilley & Mrs M Maytham.

2. Minutes of the annual parish meeting held on 6th April 2009 were read by Mr Summers. 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 said that this meeting was a forum for airing villagers’ views and opinions. The Parish Council has a complement of 6 councillors and following Mr Summers’ resignation a vacancy has occurred and is being advertised. He thanked Geoff for his contribution to the Parish Council during the past year.

He outlined the roles assigned to each councillor. He said that one of the key tasks of the Parish Council was to comment on planning applications and he saw this as an important role in attempting to maintain the character of the village. Mr Dickens thanked Mr Brown for his support in his role as Chairman, and Mr Simpson for acting as voluntary assistant clerk during the process of extending the village hall. Mr Brown, Mr de Wilde and Mrs West were congratulated on overseeing the village hall refurbishment. He thanked the volunteeers who cut the recreation ground grass and the Volunteer Group who do an excellent job in undertaking tasks around the village. e By way of demonstrating community spirit he mentioned the success of the First Responders and also the village fete which promotes village life and raises funds.

He referred to the village web site which is an excellent communications tool and also the Upton News, thanking Mrs West, Mrs Brown and Mrs Saunders for their work on its production.

Ongoing issues include: regularisation of the land on which the hall stands; playground improvements; liaison with Blewbury Parish Council to improve the footpath from Upton to Blewbury; investigate cutting of village footpaths.

(i) Parish Council Finance

A copy of the report prepard by Mr Brown and Mrs Lightfoot. Copies of Payments and Receipts for 2009/2010 were available. The accounts showed a reserve of £6k. Mr Brown said that funds were earmarked to include spend on children’s playground and improvements to car park.

(ii) District Council: Mr Farrell spoke about the challenging times faced by the Vale due to a reduction in income. He noted that residents in Stream Road had experienced difficulty with non-collection of their rubbish, he asked to be kept informed of incidences in order that the Vale can claim against the contractor.

(iii) County Council: no report to hand

(iv) Parish Transport Representative; report attached. It was noted that a successor to

Mr Summers is being sought. The next meeting of the PTR Group will be held in Oxford on 12^th May at 1.30 p.m. Mr Dickens said that it is fortunate that Mr Lilley our County Councillor is a bus champion.

(v) United Charities: in her report, Mrs Whitmell asked that she be contacted if anybody wished to apply for a grant.

(v) Blewbury School; no questions raised

(vi) UVHAT

Mrs West said that £43,000 had been raised by the village through donations and self-help. She felt confident that this motivated charities to make grants to the hall extension project. Fund raising activities are continuing.

Mr Whitmell thanked those involved for achieving the village hall extension project to time and cost.

A question was raised about the caravan rally held over Easter. Mrs West said that this had been a joint venture between the Parish Council and UVHAT. Comments on this are welcomed.

(vii) Neighbourhood Watch: no questions raised

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

4. Discussion on the Future

• Energy Saving Initiative: it was regretted that the Parish Council had been unable to get this off the ground. It was proposed that links to information be put on the web site. The bulk purchase of Calor Gas being organised by Mrs Shaw is underway and will producing a saving.
• First Responders: Mr Whitmell said that 2 additional pairs of responders would be helpful.

Ideally, other local villages might be encouraged to set up teams

5. Chairman’s Closing Remarks

The Chairman asked if there were any further issues. None arose.

6. Date of next meeting – Monday 11^th April 2011

Clare Lightfoot

Clerk Upton Parish Council

20^TH April 2010

UPTON PARISH COUNCIL

Minutes of A Meeting of Upton Parish Council in the Village Hall on Wednesday, 24^th March 2010 at 8.00 pm

Present:

Mr J Dickens (Chairman), Mr M Brown, Mr S. Norman, Mr G Summers, Mrs C Lightfoot (Clerk),

Mr B Simpson (part-time), Mr S Lilley (part-time), PCSO D Clements (part-time)

1. Apologies received from Mrs Seelig and Mr Mason

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 27^th January 2010 and Extraordinary meeting held on

15^th February 2010, having been previously circulated, were agreed to be a true record and signed by the Chairman.

4. Matters Arising – all matters arising were taken as agenda items.

5. PCSO’s Report: PCSO Clements reported that police notices had been posted indicating that additional night patrols were taking place at the back of the George and Dragon where a fence had been broken down and a dead fox with taped up jaws and a bird trap had been found. Mr Brown reported that he had found 3 other dead foxes and a dead kestrel in the last few weeks in the same area that is designated a County Wildlife Site.

6. County Councillor’s Report:

Mr Lilley reported that the County Council, in conjunction with the Tourist Board, is publishing information leaflets. He requested that we pass useful information pertaining to the village to him for inclusion. He noted that: work is about to start on Didcot Station; another review of bus subsidies is about to commence; and that WRG is putting in a planning application for an MBT plant for disposal of commercial waste to be built at Sutton Courtenay. He concluded by telling the meeting that a new contractor has been hired to fill potholes.

7. District Councillor’s Report: in Mr Farrell’s absence there was no report.

8. Villagers’ Forum: no villagers were present.

9. Village Hall:

· Regularisation of Land ownership

ORCC had recommended a Beaconsfield solicitor who could help with regularization of the land. The PC agreed that it might be more cost effective to use a local solicitor. Mr Summers reported that he and the Chairman of the Upton Village Hall Amenities Trust (UVHAT), Mrs J West, had made an appointment with a solicitor from Blewbury, for an initial consultation. The PC agreed that Mr Summers should take forward the negotiations on behalf of the P.C. and in order to avoid unnecessary delays was authorized to agree to any expenditure up to £500.

Mr Summers proposed that the land on which the hall stands, and one metre surrounding, plus such land as is required for car parking and patio be leased to UVHAT on a 99 year lease.

This was seconded by Mr Brown, all in favour.

· Financial Situation

Mr Simpson reported that the Parish Council’s contract with ABS totalled £94,700. All the grant monies have been received by the PC with the exception of a grant of £11,100 from LEADER which is due

before the end of this financial year. Mr Simpson reminded the meeting that the PC only has authority

to borrow until 31^st March and therefore the PC should repay the remainder of the UVHAT loan before that date. The PC agreed that the loan be repaid upon receipt of the LEADER grant.

(Clerk’s note: 25^th March – notification has been received that this money has been paid into the Parish Council’s account.)

Mr Brown recorded grateful thanks to Mr Simpson for his willingness to be co-opted to the Parish Council as assistant clerk for the past 6 months and for his excellent work in controlling the finances during the building period when large sums were coming into and out of the P.C. account. This was endorsed by all. present.

10. Planning

UPT/4960/4 – Maslina, proposed new dwelling (on site of previous permission for new garage, not implemented). It was noted that the Vale have advised that this application has been withdrawn.

UPT/21018/1 – 4 Fieldside, application for erection of rear extension, extending the down stairs living space with a single storey conservatory and adding a second storey onto the bathroom/utility area to create one additional bedroom and bathroom (re-submission). Applicant Mrs E Bunston. It was noted that plans UPT/21018 were examined at an Extraordinary PC meeting in October 2009 with no objections. The current plans were not dissimilar and the PC raised no objections. Clerk to advise the Vale. Clerk

Yew Tree, The Old Forge: the PC had no objections to crowning of yew tree at the Old Forge.

Clerk to advise Vale accordingly. Clerk

UPT/19316/4 – Fieldside Cottage – retrospective application for internal alterations and erection of single storey extension.

This retrospective application has been permitted with conditions. It is stated that permission is not granted for the boundary wall and this element is omitted from the plans.

UPT/3451/15-CM – Details pursuant to conditions 19 & 21 of planning permission at Prospect Farm Chilton. Clerk to speak to Oxfordshire County Council to understand what is involved. Clerk

11. Reports from Councillors on areas of responsibility

i) Roads and Footpaths:

Footpath to Blewbury – Mr Norman reported that he had re-opened a dialogue with Blewbury Parish Council. It was agreed that Mark Sumner be asked to advise on what we can expect the landowners to do by way of improving this footpath. SN

Cutting of Footpaths – Mr Norman had received a schedule of footpaths from Oxfordshire County Council. If the PC were to maintain these paths we would receive an annual sum of £400.

Mr Brown pointed out that there are two footpaths not included, ie Coffin Way and from St Mary’s Church travelling North East towards East Hagbourne. It was agreed to request an urgent meeting with Mark Sumner to discuss maintenance. SN

Litter Pick – Mr Brown reported that 15 volunteers had successfully completed the litter pick.

ii) Amenities including Recreation Ground:

Cycle Humps – Mr Brown reported that the cycle track and humps would be completed as soon as the ground dries and becomes firm.

Camping on the Recreation Ground – Dr Lott has requested that a number of people taking part in the mountain bike event to raise funds for the village hall be permitted to camp overnight in the Recreation Ground. In principle there were no objections. Mr Dickens will liaise with Dr Lott. JD

Clerk to check with the District Council that there are no restrictions. Clerk

iii) Young Parishioners including Play Area – nothing to report

iv) Communications – nothing to report

v) Volunteer Group:

Mr Brown said that over the next few weeks there were a number of tasks to be carried out around the village hall, including putting a gate through the fence at the west side of the hall and re-seeding all the bare areas.

v) N.A.G. – nothing to report

vii) UKAEA Local Liaison Committee – nothing to report

viii) Parish Transport Rep – Mr Summers reported that a new timetable display board has been installed at the bus shelter. The next county meeting is scheduled for 12^th May 2010.

ix) Energy Saving Initiative – nothing to report

12. Finance

i) Payments since last meeting:

Vale of White Horse DC (Dog Bins) £100.32

ABS General Builders, 4^th and final invoice – £17,589.75 (gross)

UVHAT 1^st instalment on loan repayment – £4,500

UVHAT 2^ND final instalment on loan – £16,500

Clerk’s Salary – £311.80

Kalehurst – service to ride on mower £319.61 (gross)

The above payments were all agreed.

ii) Receipts since last meeting:

Bank interest January £1.29p, February 67p

Repayment of VAT, £4,016.76 (Jan); £4707.33 (Feb)

Grant from Rural Payment Agency (Feb) £15,900

Grant from Oxfordshire County Council – £8,750

Receipts noted.

iii) Charitable giving:

Requests had been received from a number of charities throughout the year. It was agreed that since this had been an exceptional year our giving would be confined to £200 for St Mary’s Church towards the upkeep of the cemetery and in recognition of printing Upton News, and a £25 gratuity to Mr & Mrs Churchman for opening the recreation ground on a daily basis.

It was noted that £250 had been donated to The South Central Ambulance League of Friends in September 2009 to support the setting up of the village’s Community First Responder Group.

iv) Internal Audit Plan 2009/10 & 2010/11. Mr Simpson distributed an audit plan for consideration by the meeting. Following discussion Mr Dickens proposed that the audit plan be adopted, seconded by Mr Norman, all in favour.

13. Correspondence recently received

i) Invitation to Oxfordshire County Council Didcot Area Summit, Cornerstone 26/3/2010

ii) OALC – January/February & March bulletins – ALY

iii) Invitation to Democracy Day Event, 3^rd March

iv) ORCC News Bulletin – March 2010: it was agreed to submit 3 entries to ORCC for inclusion in the 90^th Birthday county book: hall extension; volunteer group; & first responders Clerk

v) CPRE Spring briefing

The above correspondence has been circulated.

Resignation of Councillor. Mr Summers advised the Chairman that he will be moving away from Upton in May and this would be his last meeting. The Chairman thanked Mr Summers for the contribution he had made to the Parish Council during the past year and said how sorry we were to see him leave. Councillors wished him well for the future in West Wales.

Clerk to contact Vale regarding filling this vacancy. Clerk

A note to be put on the web and in the newsletter looking for a volunteer who could be co-opted. MB

14. Date of next meeting: The next meeting is to be held on Wednesday 26^th May 2010.

The Annual Parish Meeting will be held on Monday 12^th April 2010

Clare Lightfoot, Clerk

Tel: 01235 850486

26^th March 2010

cc: all present, + Mr Mason, Mrs Seelig and Mr Farrell

UPTON PARISH COUNCIL

Minutes of Extraordinary Meeting of Upton Parish Council in the Methodist Church on Monday 15^th February 2010 at 8.00 pm

Present: Mr J Dickens (Chairman), Mr M Brown, Mr S Norman, Mr G Summers, Mrs C Lightfoot (clerk), 1 parishioner

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 Received

3. Retrospective Planning Applications:

UPT/19316/5 09/02158/FUL – proposed vehicular access and external boundary wall (retrospective).

The Retrospective plans were considered and compared with the drawings originally submitted. The Council unanimously agreed to object for the following reasons:

Visibility splays not acceptable impairing visibility on an already tight corner used by pedestrians, cyclists and motorists. Many parishioners have expressed concerns. The wall is not in keeping with the 19^th Century cottage.

Clerk to respond to the Vale accordingly.

UPT/19316/4 09/02157/FUL – internal alterations and erection of a single storey extension. (retrospective). Fieldside Cottage. Applicant Mr B. Belcher.

After examination of the plans councillors agreed not to object, however the following issues will be flagged up to the Planning Office:

The extension is totally out of keeping with the 19^th Century property. The site has been overdeveloped.

Clerk to respond to the Vale accordingly.

4. The Chairman closed the meeting at 8.50 p.m.

Clare Lightfoot, Clerk

Tel: 01235 850486

16^th February 2010

UPTON PARISH COUNCIL

Minutes of

Meeting of Upton Parish Council held on Wednesday 27^th January 2010 at 8.00 p.m.

in the Methodist Church

Present: Mr J Dickens (Chairman), Mr M Brown, Mr D Mason, Mr S Norman, Mr G Summers,

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

1. Apologies received from Mrs 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. Minutes of meeting of Upton Parish Council held on 25^th November 2009 and Extraordinary meeting held on 18^th January 2010 having been previously circulated were signed by the Chairman as a true record.

4. Matters Arising

The Parish Council is concerned about the poor visibility in Fieldside due to overhanging foliage.

5. PCSO’s Report

PCSO Dane Williams reported that there had been one incident of criminal damage, ie a wire fence broken down possibly by poachers. He said that a list of vulnerable people is being compiled. It was agreed to find out how the list will be used, then with the agreement of those involved, we will supply a list. Clerk

6. County Councillor’s Report

Mr Lilley reported that the County Council had received criticism over the lack of road salting during the adverse weather. He said that this was due to the Government’s embargo on salt delivery. He suggested that any pot holes which were deemed dangerous be reported to Highways on 0845 3101111.

He noted that there had been inappropriate publicity regarding deployment of Fire Officers. He felt that the upshot would be an improvement at stations which had previously been undermanned.

Mr Lilley noted that the closing date for comments on the Local Transport Plan Consultation 3 (LTP3) had been extended until 21^st February, and that the “Your Vale Your Future” exhibition had been rearranged for Thursday 28^th January in Harwell Village Hall.

7. District Councillor’s Report

Mr Farrell said the Vale’s budget was out for consultation, inevitably there will be cuts. It was noted that the Oxford Touring Theatre Group’s grant and the Wantage Services Point are under threat. Mr Farrell said that although Youth and the Arts were very dear to his colleagues hearts they were not statutory.

8. Villagers’ Forum – no discussion

9. Village Hall

(i) Progress report: Mr Brown reported that the builders will hand over the hall mid-February, but no lettings will be made until March. Mr Brown suggested that the Parish Council should consider paying for the new wall lights being installed, using the £200 Calor prize money towards the cost. The total invoice is £350 (including £50 VAT which can be reclaimed). This was unanimously agreed by the Parish Council.

Mr Summers reported on UVHAT’s timetable for the opening:

Village viewing, 7^th March, 11.00 – 12.30. Coffee will be served

Grand opening , 13^th March. Invitations will be sent to supporters of the project. Tickets will also be on sale. This will take the form of supper, entertainment and speeches.

Animal Anecdotes, a fund raising event, is planned for 16^th April.

Mr Simpson reported that a 4^th payment of £13,000 is due to be paid to ABS Builders in

February. This leaves £2,400 (5% retention) still outstanding.

(ii) Regularization of land ownership: Mr Summers reported that the original idea had been for UVHAT to buy the portion of land belonging to the Parish Council. However, there is a new requirement that each time a new trustee was appointed to UVHAT then the land would have to be re-registered.

Mr Summers proposed “The Parish Council acquires from UVHAT the portion of land owned by UVHAT and the Parish Council grants UVHAT a right to occupy the land at a peppercorn rent”. This was seconded by Mr Mason and all were in favour.

Mr Summers agreed to carry this forward with a representative from UVHAT. GS

It was agreed that consideration be given to UVHAT assuming responsible for the upkeep of the car park.

10. Planning

The following was noted:

UPT/3451/15-CM – Conditional planning permission has been granted to Chilton Waste Services;

UPT/21018 – 4 Fieldside – application has been withdrawn;

Wattle Cottage Farm. A letter has been received from the Vale of the White Horse District Council notifying that a notice of refusal has been issued relating to application for certificate of lawful use;

Fieldside Cottage – the retrospective plans submitted were deemed inaccurate. The matter is in abeyance pending revised plans being submitted.

11. Reports from Councillors on areas of responsibility

i) Roads and Footpaths

Footpath to Blewbury

Cutting of Footpaths

Mr Norman said that both these matters were ongoing. He agreed to give priority to arranging for the footpaths to be cut via Mark Sumner and the Task Team Supervisor. SN/JD

ii) Amenities including Recreation Ground

Mr Brown said that further work on the mounds would progress once the ground had dried out sufficient for the machinery to do the work without cutting up the surrounding area. MB

iii) Young Parishioners including Play Area: Nothing to report

iv) Communications: Nothing to report

v) Volunteer Group:

Mr Brown noted that there are a number of tasks to be carried out once the builders move off site.

vi) N.A.G.: Nothing to report

vii) UKAEA Local Liaison Committee

Mr Brown reported that he had attended the last meeting. He apologised for not circulating the minutes which he assumed had been sent to Tracy. A significant development on the site has been the arrival of a UK office of the European Space Agency which at the moment is in its infancy with only 2 members of staff.

viii) Parish Transport Rep

Mr Summers noted that we are on the list for a new timetable case. The next PTR meeting is scheduled for 12^th May.

ix) Energy Saving Initiative

It was noted that there is an article in the latest ORCC bulletin on this topic

x) Community Responders

The clerk noted that she has not as yet received a receipt for the donation to the South Central League of Friends. Mr Brown agreed to investigate. MB

12. Finance

i) Discuss and agree estimates including the setting of Precept for 2010/11

Estimates of the spend likely for the financial year 2010/2011 were presented and agreed. A spreadsheet showing the Council’s predicted financial reserve over the coming 15 months was also presented. If the estimates prove to be as predicted it was shown that in order to complete the next financial year with a reserve of £5000, the precept will need to be maintained at its present level of £7250.

The Chairman formally proposed that the precept is maintained at £7,250, seconded by Mr Norman, all were in favour. Both the estimated budget for 2010 – 2011 and the predicted council Reserves will now be posted on the web. MB

ii) Payments since last meeting

Subscription to Society of Local Council Clerks – £61*

Chilton Waste Services – skip hire – £155*

2^nd interim payment to ABS – £26,600 + VAT*

3^rd and final payment to ABS – £26,600 + VAT

Public Works Loan repayment – £412.91

Oxfordshire Playing Fields Association – annual subscription – £32

Society of Local Council Clerks – annual subscription – £61

DC Lighting – £299 + VAT

Clerk’s Salary – £311.80

*items have already been paid. The above payments were agreed.

iii) Receipts since last meeting: bank interest November 76p, December £1.07;

Repayment of VAT, for November – £4,013.98

TOE grants – £26,000 (November) & £23,400 (January 2010)

The above receipts were noted.

13. Risk Assessment: Mr Mason proposed that the PC accept the risk assessment (dated October 2009), seconded by Mr Brown, all were in favour. This document will now be posted on the web. MB

It was noted that there are some additions to be made to the asset register. Clerk

14. Litter Pick: the proposed date for the litter pick is 20^th March commencing at 9.45 a.m. Mr Brown agreed to organise it. MB

15. Correspondence recently received

i) letter from Stewart Lilly Associates advising of proposed modification to planning application

UPT4960/4 (Maslina);

ii) Your Vale Your Future – additional consultation leaflets;

iii) Appeals received from Home Start; Sue Ryder Care – The Nettlebed Hospice; Oxfordshire Woodland Project; South & Vale Carers;

iv) Oxfordshire Waste Partnership: fly-tipping information pack;

v) Newsletters: Home2School; Fieldwork Dec 2009; Health News Issue 4 2009.

The above correspondence is being circulated.

Clerk was asked to circulate a list of organisations seeking funding from the council for consideration at the next meeting. Clerk

16. Date of next meeting: The next meeting is to be held on Wednesday 24^th March 2010.

The Chairman declared the meeting closed at 10.10 p.m.

Clare Lightfoot, Clerk

Tel: 01235 850486

3^rd February 2010

UPTON PARISH COUNCIL

Minutes of

Extraordinary Meeting of Upton Parish Council

held on Monday 18^th January 2010 at 8.00 pm

in the Methodist Church

Present: Mr J Dickens (Chairman), Mr M Brown, Mr S Norman, Mr G Summers,

Mrs C Lightfoot (clerk) and 3 parishioners.

1. Apologies received from 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. Mr Brown declared an interest in item 3(ii).

3. (i) Planning Application: UPT/21068 – 09/02217/FUL – 5 Fieldside. Double storey rear and side extension with garage. Erection of porch to front. Applicant Dr R Lott. The plans were examined and the Parish Council had no objections. Clerk to advise the Planning Department accordingly. Clerk

(ii) Planning Application UPT/4960/4 – 09/02310/FUL – Maslina, Reading Road. Proposed new dwelling (on site of previous permission for new garage, not implemented). Applicant Mr & Mr Arnold. The chairman said that the “Justification Statement” submitted by Stewart Lilly Associates stating “informal discussions have taken place with the Parish Council and neighbouring properties and no objections have been made known to us” was not correct. Although Stewart Lilly Associates had written to forewarn us of the amended planning application, no response had been made by the Parish Council.

The Parish Council discussed the plans and had no objections. Clerk to advise Planning Department accordingly. Clerk

4. Mr Brown gave an update on the progress of the Village Hall refurbishment project.

The Chairman closed the meeting at 8.30 p.m.

Clare Lightfoot, Clerk

20th January 2010

UPTON PARISH COUNCIL

Minutes of

Meeting of Upton Parish Council held on Wednesday, 25^TH November 2009 at 8.00 pm

in the Methodist Church

Present: Mr J Dickens (Chairman), Mr M Brown, Mr S Norman, Mr B Simpson, Mr G Summers,

Mrs C Lightfoot (Clerk), Mr S Lilley (part time), Mr R Farrell (part-time), PCSOs Clarke & Kirby (part time)

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. Minutes of meeting of Upton Parish Council held on 23^rd September and Extraordinary Meetings held on 16^th October and 16^th November 2009, having been previously circulated were agreed to be a true record and signed by the Chairman.

4. Matters Arising

Regularisation of Land Ownership – see item 9.

5. PCSO’s Report

PCSO Kirby reported that an elderly lady in the area had been receiving nuisance phone calls, he also warned about bogus callers. The SID machine is being used when weather conditions permit.

6. County Councillor’s Report

In his report Mr Lilley (bus champion for Oxfordshire) said that the Route 95 bus timetable will be affected by the closure of the bridge between North and South Moreton. He will let us have an amended timetable to be displayed at the bus shelter in due course. He said that subsidies will be revisited next year. He is particularly concerned about rural bus services. Mr Summers will publish a note in Upton News about the change of bus times. GS

He told the meeting that the first phase of the Great Western Development is due to start in 2010, comprising 300 homes, of which 100 will be affordable homes, and the creation of a new retail area.

Mr Lilley circulated a flood map for Upton produced by the Environment Agency.

7. District Councillor’s Report

Mr Farrell reported that SODC and the Vale were reviewing ways of achieving a more effective and efficient operation. Both councils were streamlining their Constitution and regularising terms and conditions of senior staff who now work for both councils. Councils are being recompensed by Government for the provision of bus passes, however the Vale loses out because our uptake is high.

Mr Farrell will pursue the case of the untidy property which has been drawn to the Council’s attention. RF

8. Villagers’ Forum – no discussion

9. Village Hall: Mr Brown said that the building was progressing in line with expectations. He stated that he may need help in removing items from the hall on Saturday morning, 28^th November. Mr Simpson reported that an invoice for the 1^st Interim Payment, amounting to £30,590 (including VAT) was due at the end of November. As TOE had been slow in processing money to meet this requirement, UVHAT are making an interest free loan of £21,000 to the Parish Council.

Regularisation of Land ownership: Mr. Summers reported that UVHAT had asked the Parish Council to reconsider the original proposal for UVHAT to acquire the portion of land currently owned by the Parish Council.  UVHAT’s request is due to recent legislation imposing, where land is owned by a Trust, registration of land plus payment of a value based Land Registry fee each time there is a new Trustee. It would be preferable for the Parish Council to own the whole village hall & play area site by acquiring the portion currently owned by UVHAT.

Mr. Summers proposed that UVHAT be asked to arrange to legally transfer, through their solicitors, their parcel of land on the site to the Parish Council, at a suggested peppercorn consideration of £1, with any deemed requirement for a peppercorn ground rent payable by UVHAT to also be looked into.  This was seconded by Mr. Dickens and all were in favour. GS

10. Planning

Fieldside Cottage: Mr Farrell agreed to investigate the position regarding the wall on the corner of Fieldside RJF

Beeching Close: nothing further to report.

11. Reports from Councillors on areas of responsibility

i) Roads and Footpaths

Footpath to Blewbury: Mr Norman reported that Blewbury Parish Council had written that they would be happy to participate in a joint approach to making some improvement in Coffin Way, subject to this not involving a substantial investment of time and money. Mr Dickens volunteered to join Mr Norman in the meeting to be arranged with Mr M Sumner, the OCC Footpaths Officer, and representatives of Blewbury PC. SN/JD

Cutting of Footpaths: Mr Norman reported that OCC’s latest correspondence indicated that the issue of cutting Upton’s footpaths was “being looked at”. Mr Norman will enquire on what timescale we might expect a response. SN

ii) Amenities including Recreation Ground

Mr Brown reported that the ground had been too wet for any work to take place on constructing the cycle trail

(Clerk’s note: a letter of thanks has been sent to all those involved with grass cutting the recreation ground this year.)

iii) Young Parishioners including Play Area – no report

iv) Communications – nothing to report

v) Volunteer Group

Work completed: Mr Brown reported that the Chapel Furlong dog bin was now back in situ.

Work planned: clearing Post Office Lane – this will be carried out in the near future.

It was noted that there will be a number of tasks to be undertaken on fences and footways once the village hall nears completion.

vi) N.A.G. The clerk said that Mrs Davies has forwarded the completed questionnaires to the Vale and we expect to receive feedback in January.

vii) UKAEA Local Liaison Committee – Mr Brown will attend the December meeting.

viii) Parish Transport Rep – Mr Summers spoke about the Local Transport Plan 3 for period 2011 – 2030. The current phase of the consultation ends on 18 December. Details of the process can be viewed online at www.oxfordshire.gov.uk/ltpconsultation. Through Upton News Mr Summers will request villagers views be fed back to him for coordination. GS

It was noted that the bus timetable cover is cracked. Mr Summers will enquire who has the responsibility of providing a replacement. GS

ix) Energy Saving Initiative – no progress

x) Community Responders – Mr Brown said that there are 4 pairs of responders who are able to cover most of the time. Upton’s responders have produced a briefing note for local village newsletters.

A response has been received from Chilton from someone wishing to join. It is hoped to be able to help set up groups in other villages.

12. Finance

i) Annual Return: BDO’s audit opinion has been received. Mr Dickens proposed that the Annual Return be approved and accepted by the Council. This was seconded by Mr Norman. All were in favour.

BDO drew attention to the level of Fidelity Guarantee cover which appeared to be inadequate. It was noted that the Parish Council now insures with AVIVA and the cover is £100,000. No action required.

ii) Payments since last meeting

Donation to S. Central League of Friends Ambulance Trust – £250

M Brown (replacement parts for goal post) – £17.07

BDO Audit fee – £166.75

Clerk’s Salary – £311.80

1^st Interim Payment to ABS – £26,600 + VAT

The above payments were agreed.

iii) Receipts since last meeting: bank interest September 65p, October 64p

Precept – 2^nd half year payment – £3625.00

Repayment of VAT – £55.43

Loan from UVHAT – £21,000

The above receipts were noted.

13. Nomination for VWH Chairman’s Awards Lunch

There were 4 nominations for the Chairman’s Awards Lunch. Clerk to complete the necessary forms. CL

14. Correspondence recently received

i) Invitation to Vale Planning Meeting – 18 November

ii) Vale Consultation exercise: Planning Services

iii) Health News Issue 3 2009

iv) CPRE Newsletter Autumn 2009

v) Appeals from CAB, Oxfordshire Association for the Blind,

vi) Oxfordshire CC Fire & Rescue Service. Oxfordshire’s Fire Authority Risk Management Consultation Plan. See www.oxfordshire.gov.uk/irmp, under fire-related pages, response to be made on line by 31^st January 2010.

The above mentioned correspondence is in circulation.

15. Date of next meeting: The next meeting is to be held on Wednesday 27^th January 2010.

The meeting closed at 10.20 p.m.

Clare Lightfoot, Clerk

Tel: 01235 850486

26^th November 2009