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

UPTON PARISH COUNCIL

Minutes of Extraordinary Meeting of Upton Parish Council held on Monday 16^th November 2009 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 1 parishioner.

1. Apologies received from Mr D Mason and 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/21018 – 09/01905 – 4 Fieldside. Erection of a rear extension, extending the downstairs living space with a single storey conservatory and adding a second storey onto the bathroom/.utility area to create one additional bedroom and bathroom. Applicant Mrs Eleanor Bunston. The plans were examined and the Parish Council had no objections. Clerk to advise the Planning Department accordingly. Clerk

The Chairman closed the meeting at 8.20 p.m.

Clare Lightfoot, Clerk

19^th November 2009

Minutes of Extraordinary Meeting of Upton Parish Council in the Methodist Church on

Friday 16^th October 2009 at 8.00 pm

Attendees: Mr M Brown (Chairman), Mr D Mason , Mr S Norman, Mrs T Seelig, Mr G Summers,

Mr B Simpson (deputy clerk) and Mrs C Lightfoot (clerk). 14 Parishioners attended

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. Village Hall

Mr Simpson explained that it is advantageous for Grants totalling £85,750 to be paid to the Parish Council in order that VAT can be reclaimed on a contract placed with the builder to the total value of £94,770. It is proposed that the overall contract be split into 2 parts: Parish Council – £94,770 ; UVHAT – £18,770. Mr Simpson said that ABS’s tender was the lowest and he recommended “that the Parish Council enter into a contract with ABS General Builders Ltd for a part of the village hall extension at a cost of £94,770.” After discussion Mrs Seelig proposed this resolution, seconded by Mr Summers. All were in favour.

Mr Simpson said that payment would be made by the Parish Council in 3 stages at the end of each month, subject to the managing architect being satisfied with the progress of the work, plus a final payment after the work is completed. VAT will be reclaimed on a monthly basis. In order to make sure the Council does not go into the red permission to borrow up to £27k will be required for which permission from the Secretary of State is required.

Mr Simpson recommended that the Parish Council:

1. Apply to the Secretary of State at the Department for Communities and Local Government for approval to borrow up to £27,000 to meet building costs pending re-imbursement by SEEDA.

1. Borrow the money preferably from UVHAT, failing that from local residents and as a last resort from its bank.

After debate this resolution was proposed by Mr Norman, seconded by Mr Mason. All were in favour

4. Agree the changes around the village hall

The Chairman suspended SO15a to enable parishioners to debate issues relating to changes around the village hall. A draft sketch plan was distributed for comment.

In summary the following was agreed:

Car park: the entrance line of the existing car park will remain but the back right hand corner will be removed to allow the existing car park to accommodate 13 cars. The car park and the extended corner will be resurfaced with some built in drainage to avoid existing flooding.

A new car park will be laid on the north side of the existing car park to accommodate an overflow of 20 cars. Subject to the approval of the Planning Office, a type of plastic matting through which the grass will grow will be used as the surface. It was noted that the work on the existing car park will only go ahead when money is available and the extension will follow once the re-surfacing work is complete.

Shrubbery and tree plantation : it was agreed that the idea of shrubs and trees will not be taken forward.

Patio: this will be built as drawn on the sketch. It is hoped that the builder will dig out the area such that rubble from the hall wall that will be dismantled can be used as a base for the patio.

Extending the play area: the fence from the hall to the Beeching Close property will be replaced on its existing line. It is hoped to provide further play equipment for 3-6 year olds as and when funds are available but it is not felt that this will require a larger area. It was agreed to install two 180 degree swing gates into the play area fencing, one near to the existing gate and a new one next to the west wall of the hall extension.

What to do with the soil and sub-soil: the Chairman said that it would be cost effective to keep soil and sub soil from the extension footings on site. Suggested uses are:

1) Spread the soil in the area adjacent to the Beeching Close properties where there is quite a dip.

2) Taper off the steep bank alongside the road in the children’s playground such that the bank will be easier to keep tidy.

3) Create a wild play area to be used for rough cycling.

5. Future of the Mounds

An idea had been mooted through Upton News that the mounds be removed as it appeared they were rarely used and it would reduce the time spent on maintaining the area. It has transpired that there are youngsters in the village who do enjoy using the mounds and one teenager (Tam Hawkins) had collected about 70 signatures asking for the retention of some sort of rough cycling facility.

Prior to the meeting Mr Brown and Mr Dickens had met with Tam to discuss his ideas.

It was agreed at that get together that four of the mounds could be removed and that the 3 that remained are not really what the teenagers want, they are better than nothing but would need to be re-engineered. Ideally they want an area down the west side of the Recreation Ground that they can sculpt themselves into a rough ride area providing the P.C. arranges to deposit soil in the area for them to use.

After debate, the PC agreed that 3 of the existing mounds will remain in the Recreation Ground but will be re-engineered to make them easier to maintain and suitable as a play feature for young children. Much of the soil from the extension will be transported to the west side of the Recreation Ground just north of the Ball Wall for the teenagers to use to create their own cycling area.

It should be noted that all this work is dependant on the P.C. and the Building Contractor being able to work together to the mutual benefit of both parties.

The Chairman declared the meeting closed at 10.20 p.m.

Clare Lightfoot, Clerk

Tel: 01235 850486

19^th October 2009

UPTON PARISH COUNCIL

Minutes of a Meeting of Upton Parish Council in the Village Hall on

Wednesday, 23^rd Sept 2009 at 8.00 pm

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

Mr B Simpson (part time), Mr R Farrell (part time), Mr S Lilley (part time) & PCSO M Claydon (part time)

1. Apologies for absence were 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 Wednesday 22^nd July 2009 having been previously circulated were agreed to be a true record and signed by the Chairman.

4. Matters Arising

i) Dog Bin: see item 11(vi)

ii) Footpath to Blewbury – taken under item (11i)

iii) Cutting Footpaths – taken under item (11i)

iv) Development of Recreation Ground around Village Hall – taken under item (9)

v) Swine Flu Precautions: a note setting out proposed local plans in the event of a swine flue outbreak was published in the August Upton News.

5. PCSO’s Report

PCSO Claydon reported on recent activities with the Speed Indicator device in Chilton Road he said that in the first instance warning letters will be sent to offenders. During recent village Police Surgeries anti-social incidents were continuing to be raised as an issue. Diaries had been distributed to households in Fieldside. He will be gathering these in to establish a pattern of occurrences. He reported that a Section 59 had been given to a young person using a motorcycle on the recreation ground. Operation Migrate dealing with hare coursing is about to commence. He wished to reassure the people of Upton that the Police are there for us and that frequent patrols are undertaken through the village at various times through the night and day.

6. County Councillor’s Report

i) South Central Transport Strategy Study: Mr Lilley reported that Cabinet have met and endorsed the recommendation. Further consultation and detailed costing now have to be pursued. He agreed to email the plan to the Clerk.

ii) Oxfordshire County Fire Service has come out 4^th for efficiency in a Government audit.

iii) Incinerator: the preferred supplier is VIRIDOR. Planning applications will be considered at a meeting on 19^th October.

iv) Rural Bus Services: Mr Lilley spoke of the importance of rural bus services and the need for value for money to be demonstrated where subsidies are involved. Mr Summers (PTR) will keep Mr Lilley informed of any problems encountered with the service.

7. District Councillor’s Report

Mr Farrell said the District Council welcomed the production of SCOTS. He referred to the knock on effect for social housing citing the “Section 106 Agreement”.

The Vale is currently starting to build its budget and is faced with the difficulty of a drop in income from interest and other revenue streams.

8. Villagers’ Forum. No villagers were present.

9. Co-option of Deputy Clerk

i) Proposal 1 That the Council co-opts Mr Brian Simpson as Deputy Clerk until March 31^st 2010 to assist with the additional workload that will result from going ahead with the construction of the Village Hall extension. Proposer Mr M. Brown, seconded by Mr Summers, all in favour. It was noted that this is a voluntary post, however the Parish Council agreed to reimburse Mr Simpson any out of pocket expenses.

ii) Deputy Clerk’s Report on Village Hall Extension. Mr Simpson circulated a note detailing the estimated cost of the hall extension and source of funds (attached). It was hoped that the work would commence mid-November, with a completion date around end February 2010.

Mr Simpson explained that there were 2 obstacles relating to cash flow. The Council must pay VAT in advance of recovering it from HMRC. (HMRC have agreed VAT can be reclaimed on a monthly basis instead of 3 monthly as at present.) Invoices need to be paid upfront, and are then submitted to SEEDA for the grant to be paid. Mr Simpson said that to enable the Parish Council to apply for a bridging loan permission has to be granted by the Secretary of State for Local Government. He proposed that we hold an Extraordinary Meeting in 4 weeks time (~22^nd October 2009) to give formal agreement to apply for borrowing.

It was agreed that the Clerk and Deputy Clerk should arrange a meeting with the bank to investigate the cost of borrowing. BS/CL

Mr Brown said that he had been asked to act as technical interface between the contractor and UVHAT. He is intending to discuss with the contractor taking out of the contract the removal from site of subsoil, topsoil and brickwork. The old brickwork can be used as a foundation to the patio and the soil used to construct a multi-use grass platform. It was agreed to insert an article in Upton News to gauge the feeling of villagers in respect of using the soil to create the platform and the possibility of removing the existing mounds. JD

iii) Land Ownership: Mr Brown said that part of the land on which the village hall extension is to be built, according to the deeds, is currently owned by the Parish Council. Likewise part of the children’s playground is owned by UVHAT. Mr Summers proposed that rationalization of the land ownership be undertaken. The PC will liaise with UVHAT on this matter. CL

10. Planning

UPT/4960/3 – Maslina and UPT/10946/2 – Midway, Prospect Road

It was noted that both these applications have been permitted.

Mr Duffield, Director of Planning. has now replied to our letter accepting 2 of our suggestions. In future it is hoped we will receive an automated notification of minor amendments and also have sight of the officer’s report before the planning committee meeting.

Fieldside Cottage: Mr Farrell reported that an enforcement notice is to be issued in respect of the boundary wall.

Beeching Close: Mr Brown reported that the Ombudsman has taken the matter up with both the District and County Councils

11. Reports from Councillors on areas of responsibility

i) Roads and Footpaths

Footpath to Blewbury:

Mr Norman reported that Blewbury Parish Council had put the ball back in our court to liaise with the landowners. Mark Sumner (Oxfordshire CC) is agreeable to attend a meeting with the landowners and Parish Councils. If agreement could be reached, Mark Sumner would be prepared to supervise levelling of the path, ensuring the width be maintained. Mr Norman will arrange a meeting with Blewbury Parish Council and Mark Sumner. SN

Cutting of Footpaths:

Mr Norman outlined the role which could be undertaken by the Parish Council ? in respect of keeping footpaths clear. The only footpath in Upton which is currently in need of attention is that behind the George and Dragon. The Chairman proposed that Mr Norman arranges, through Mark Sumner, for the Oxfordshire CC Task Force Supervisor to propose a way in which the Parish Council could take responsibility for maintaining all the footpaths in the parish. SN

ii) Amenities including Recreation Ground:

Mr Brown put forward the idea that the humps in the recreation ground be levelled to enable grass cutting to be more effectively carried out. Mr Dickens proposed that a note be put in Upton News to seek reaction to this idea. JD

iii) Young Parishioners including Play Area:

Playsafety Annual Inspection Report had been circulated. There were no major issues arising.

iv) Village Hall: see item 9.

v) Communications: nothing to report.

vi) Volunteer Group:

The following tasks have been completed:

Dog Bin has been erected at the end of Chapel Furlong adjacent to the Sustrans Cycle track.

Outside tap installed for village hall.

Notice board repaired and reinstated.

Work already planned:

Repair patches on Recreation Ground

Tidy up Post Office Lane

Tidy up area and install planter alongside Bus Shelter

The Volunteer Group Steering Committee will walk around the hall and frog alley on Saturday 26^th September to discuss tasks which they might undertake.

vii) N.A.G:. no report

viii) UKAEA Local Liaison Committee: Mr Brown to attend the next meeting

ix) Parish Transport Rep: Mr Summer’s report attached.

x) Energy Saving Initiative: Clerk to ask Mrs Seelig to arrange for Mr Ian Bacon to attend the Extraordinary Parish Council meeting on Thursday 22^nd October to give an overview on the workings of the ESI in Blewbury. The Parish Council will then be better placed to determine whether an open meeting be held in Upton. CL/TS

xi) Community Responders:

Proposal 2. That the Parish Council donates £250 on behalf of the village to the South Central Ambulance Service League of Friends in appreciation of them donating £1600 of equipment for the use of the Village’s Community Responder Group. Proposed by Mr M Brown, seconded by Mr G Summers, all in favour. It was noted that parishioners have also collectively donated £235.

12. Finance

i) Completion of Audit – the Clerk reported that the audit is not yet complete. BDO have requested a copy of our Risk Assessment.

ii) Payments since last meeting

Invoices for payment:

Glasdon – purchase of dog bin – £109.73

Playsafe – inspection fee – £82.80

Mrs Maytham – expenses re village tea party – £8.33

Mr Brown – purchase of fuel for mowers – £182.73

Clerk’s Salary – £311.80

iii) Receipts since last meeting: bank interest July 68p, August 71p

Repayment of VAT – £50.97

The above payments and receipts were noted.

13. Correspondence recently received

i) OCC Countryside Services

ii) OALC – August update

iii) CPRE Briefing July – August 2009

iv) Police Update – August & September

v) ORCC News Bulletin September

vi) Letters from Chairman of Vale thanking us for hospitality

Correspondence has been emailed to councillors or is in circulation.

14. Date of next meeting: The next meeting is to be held on Wednesday 25^th November 2009.

Meeting closed at 10.45 p.m.

Clare Lightfoot, Clerk
Tel: 01235 850486
29^th Sept 2009

UPTON PARISH COUNCIL

Minutes of Extraordinary Meeting of Upton Parish Council in the Methodist Church on

Thursday 2^nd July 2009 at 8.00 pm

1. Apologies: none received

2. Declarations of Interest

Members are asked to declare any personal interest and the nature of that interest which they may have in any of the items under consideration at this meeting. Any Member arriving after the start of the meeting is asked to declare personal interests as necessary as soon as practicable after their arrival even if the item in question has been considered; Mr Dickens declared a prejudicial interest at item 3(ii).

3. Planning Applications:

(i) OCC Ref MW/0127/09 – Chilton Waste Services. Proposed extension to MRF and waste transfer station. Applicant Mr J Richardson. Mr Brown, Mr Norman and Mr Summers had held a site meeting at Chilton Waste Services. Mr Summers put the application into context and a discussion then ensued. The Parish Council had no objections to the application with the proviso that the conditions set by Oxfordshire County Council be enforced, ie the applicant continues to reclaim land and improves the surface of the track. Clerk to respond to OCC. Clerk

(ii) UPT/10946/2 09/00941/FUL – Extension to existing bungalow to construct first floor and alterations including repositioning of window, front entrance and garage width at Midway, Prospect Road. Applicant Mr J Dickens. The proposed plans were examined and discussed. The Parish Council had no objections. Clerk to respond to the Vale Planning Department accordingly. Clerk

4. Development of the Recreation Ground around the Village Hall. The Chairman said that it is the Parish Council’s responsibility to provide the patio and car park to complement the refurbishment of the hall but the funding for it will have to come from the central fund. (It was noted that fund raising is still required to enable UVHAT to undertake the refurbishment.) It was agreed that Mr Brown will sketch a plan for the car park and patio for discussion at the next Parish Council meeting. The Volunteer Working Group to be asked to do a feasibility study to re-site the children’s play area and use the existing play area as the car park.

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

Clare Lightfoot, Clerk

Tel: 01235 850486

3^rd July 2009

2009-2010