UPTON PARISH COUNCIL

Minutes of an Extraordinary Meeting of Upton Parish Council

held on Wednesday, 10^th June 2009 at 8.00 pm

in the Village Hall

Present: Mr J Dickens (Chairman), Mr M. Brown, Mr S Norman, Mrs T Seelig

7 parishioners

1. Apologies: Mr D Mason & Mr G Summers

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 a prejudicial interest in item 3(ii).

3. Planning Applications:

(i) UPT/1062/5 – Rowlands, Church Street. Erection of a new dwelling with garage. Erection of replacement garage for Rowlands. Applicants Mr & Mrs E Johnson and Mrs S Carter. After considering the plans and listening to comments of neighbours it was agreed that the PC should object to this application for the following reason: the proposed building is an over dominant structure for the plot size. Concern was raised that there is no separate garden associated with this property.

(ii) UPT/4960/03 – Maslina, Reading Road. Demolition of existing garage. Erection of new garage with studio over, new extension and improvements. Applicants Mr & Mrs B Arnold.

Mr Brown, having declared a prejudicial interest, left the hall while this application was discussed. After discussion the PC agreed that it had no objections. It was decided that in its response a comment should be made that due consideration should be given to the colour of the wood cladding so that it blended with the surroundings.

(iii) OCC Ref MW/0127/09 – Chilton Waste Services. Proposed extension to MRF and waste transfer station. Applicant Mr J Richardson

This application is to increase the size of the site by 0.7 hectares. Councillors agreed that a site visit should be made to fully understand this application. An informed decision would then be made by the PC.

Clare Lightfoot, Clerk

Tel: 01235 850486

12^th June 2009

UPTON PARISH COUNCIL

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

Wednesday, 27^th May 2009 at 8.00 pm

Present: Mr M Brown, Mr J Dickens, Mr D Mason, Mr S Norman, Mrs T Seelig (part time), Mr G Summers,

Mr R Farrell, Mr C Lamont

Parishioners: Mr G de Wilde & Mrs L Shaw

1. There were no apologies for absence

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. Election of Chairman and Vice Chairman: in the absence of any nominations, Mr Summers proposed that Mr Brown continue as Chairman, say for the next 3 months, with Mr Dickens as Vice Chairman, with a view to taking over as Chairman . This was seconded by Mr Norman, all in favour.

4. Minutes of meeting of Upton Parish Council held on Wednesday 25^th March 2009 and the Annual Parish Meeting held on Monday 6^th April 2009 having been previously circulated were agreed to be a true record and duly signed by the Chairman.

5. Matters Arising

a) Parish Council Meeting, 25^th March

i) Rats: Mr Summers reported that he had received information from 18 people about rats in 9 different parts of the village. Mr Brown asked Mr Summers to investigate whether a private pest control company would offer a collective deal to residents in the village. GS

ii) Clarification of status of land designated for extension at Stream Cottage. Mr Farrell confirmed that the land proposed for the extension at Stream Cottage is designated as residential. A piece of agricultural land next to the property owned by the same person was shown within the curtilage in error.

6. County Councillor’s Report

Mr Lamont said that WRG who are bidding to build the incinerator at Sutton Courtenay are now revising their plans. The new plan, for a smaller incinerator to be used exclusively for Oxfordshire waste, has yet to go through the consultation process. Mr Brown thanked Mr Lamont for his report and wished him well in his retirement.

7. District Councillor’s Report

Mr Farrell said that the Vale’s Constitution is being reviewed and minor adjustments made to harmonise the Vale and SODC councils. He said that significant savings should be made which will offset the effect of the credit crunch and various impositions by central Government on the Vale. The publication of the Vale’s preferred options for location of housing will be published shortly.

8. Planning

(i) Fieldside Cottage: Following complaints by a parishioner about the boundary wall the Chairman has looked back at the planning process and how permission was given for the wall as part of the extension to Fieldside Cottage. As a result of that investigation it has been found that the plans on the web site are not the same as those approved for construction and the wall has not been built to either plan. The problem has been brought to the attention of the Vale who is in discussion with the builder.

A briefing document (see attached), produced as a result of the investigation, highlights the changes to the planning procedure that the Chairman believes are urgently required to ensure better

local planning. These suggested changes have been put to the District Council in the past but to no avail. Mr Farrell suggested that the P.C. meets with the new Head of Planning Mr Adrian Duffield. Mr Brown and Mr Dickens were asked to investigate such a meeting. MB, JD

(ii) Beeching Close: The Chairman proposed that Standing Order 15a be set aside for this item to allow members of the public to take part in the debate.

Mr de Wilde and Mrs Shaw, residents of Beeching Close, updated the Parish Council on events relating to the Beeching Close development.

Mr de Wilde had observed all the terms and condition issued with the Planning Permission are being ignored by the developer, he had been in daily contact with the Vale Planners to appraise them of the situation. Contrary to the planning permission the foundations are now in place but the new access has not been built neither is there any alternative access solution in place. 10 days after first being told of the violation the Vale has still not issued a Stop Notice.

In a last ditch attempt to prevent the dangerous access off Station Road, Mrs Shaw had offered to negotiate with the developer about using the existing Beeching Close access. To date no agreement has been reached but the developer has claimed such an agreement is in place and all construction vehicles to date have used the existing access.

Mr Farrell told the meeting that he understood the matter to be in the hand of the Vale’s Legal Department and it would be their intention to issue a Stop Notice.

Mr de Wilde said that in his view the Vale’s actions to date have been seriously flawed.

It was pointed out that the behaviour of both the District Council and the County Council in allowing this development to go ahead has been taken to the Ombudsman. This action by the local residents was welcomed by the Chairman

Standing Order 15a was then invoked. The Chairman requested permission from the Parish Council to give the residents of Beeching Close every support. This was agreed unanimously.

9. Villagers’ Forum: no discussion

10. Delegation of Duties

It was agreed that the following Councillors will take the lead role in the areas as listed:

Communications – Upton News & Website – Mr Brown

Roads and Footpaths – Mr Norman

Planning – Mr Dickens & Mr Brown

Village Hall – Mr Summers

Amenities including Recreation Ground – Mrs Seelig

Young Parishioners including the Play Area – Mr Mason

Volunteer Group Rep – Mr Brown

UKAEA Stakeholders Rep – Mrs Seelig

N.A.G. Rep – Mrs Davies

Parish Transport Rep – Mr Summers

11. Reports from Councillors on areas of responsibility

i) Roads and Footpaths

Frog Alley Options: Mr Norman reported on the letter received from the Highway Records Manager, dated 15^th April 2009, confirming that Frog Alley is an unclassified vehicular highway. As a highway, in law it must remain open. Discussion took place on the extent to which Frog Alley needs improving, bearing in mind the comment at the Annual Parish Meeting that “Frog Alley is what it is and that’s why we like it.” The Chairman asked Mr Norman to further investigate closing the road to traffic as set out in the letter and report back to the next meeting. SN

Street sweeping: It was agreed at the Annual Parish Meeting that more effort is required to sweep up the leaves particularly in the Pound Lane area. It was agreed to contact the Highways Dept. in the Autumn Clerk

Dog bin: It was agreed at the Annual Parish Meeting that a dog bin would be useful at the end of the Sustrans path. An additional bin will cost ~£200 plus £120 per year to empty. Clerk to write to Sustrans asking if they are prepared to contribute. Clerk

Footpath to Blewbury: Mr Norman was asked to contact Blewbury Parish Council to investigate whether they would be in favour of flattening out the footpath to make it easier for walking as requested at the Annual Parish Meeting. SN

ii) Amenities including Recreation Ground

Weed killing: this has been undertaken by Complete Weed Control and appears to be very successful.

A request to cut back overhanging trees and put up rabbit wire along the railway side of the ground was made at the Annual Parish Meeting. The Steering Committee of the Volunteer Group (VG) have looked at the problem and agreed to cut back the trees but feel that erecting rabbit wire on just one side will not be worth the effort of digging a trench through the tree roots. The Parish Council endorsed the view of the Steering Committee.

iii) Young Parishioners including Play Area

Cutting hedge – the VG has agreed to undertake this.

Constructing fort – Mr Mason reported that he has been in touch with Thames Water to ask if they can supply a piece of 12’ piping to be used as a tunnel for the fort. It is intended to use spoil from the foundations of the hall extension to build the mound.

Playground Management Committee – Inspection reports have been received for April and May. It was noted that the surface beneath the slide is slippery and some pales are missing from the fence. MB to replace pales where appropriate. MB

Clerk to write to Dr Lott thanking him for removing the old safety tiles. Clerk

iv) Village Hall

Progress on Extension: it was noted that UVHAT has now gone out to tender for the extension with responses anticipated at end of May. Fund raising is ongoing.

Patio and Car park: The Chairman expressed his concern that the car park and the patio were not being discussed and agreed between UVHAT and the P.C. Discussion to at least decide the size of both should take place. The Chairman stated that the VG were of the opinion that the extension to the car park should be constructed using reinforced matting through which grass would grow. This solution is likely to be much cheaper and to look better as that area is not likely to be in regular use.

v) Communications

Website – A section has been set up on the website for the Volunteer Group under the name of Village Volunteers.

All Parish Council documentation that had to be put on the web is now in place but as there are so many documents, keeping it up-to-date is going to be a difficult task. Mr Brown asked for assistance from all the other councillors to let him know if they see something out of date.

Proposals 1 & 2 by Mr Brown:

1) In order to improve our communications between meetings all emails sent between councillors will be marked U or N (urgent and normal) as part of the heading of the note.

It is the duty of all councillors to do their best to

a) Reply to all emails marked U within 3 days even if that is just to say no comment.

b) Reply to all emails marked N within 7 days.

2) In order to improve our document circulation system it is the duty of all councillors to pass on all documents in circulation within 7 days putting the date received and the date forwarded on the envelope. The first councillor to receive the document should highlight paragraphs of interest such that other councillors can scan read the documents to reduce the time taken to read through all documents. The Clerk will decide on who should be marked as main reader.

Councillors were in favour of endeavouring to implement both proposals.

vi) Volunteer Group: Mr Brown reported that the VG Steering Committee had met. All existing volunteers will get a note explaining the changes to the set-up and asking if they are still willing to be volunteers.

All proposed projects will go on the group’s website section and will have a box seeking comments from parishioners as to whether they oppose or support the proposal.

Dr B Lott will Chair the group for 6 months. Clerk to check volunteers are covered by P.C. insurance. Clerk

vii) N.A.G. – no report

viii) UKAEA Stakeholders Committee – no report

ix) Parish Transport Rep. – The next meeting of the Group is to be held on 19^th August 2009.

x) Energy Saving Initiative – No progress

xi) First Responders – The Chairman reported that he and three parishioners had held a meeting with South Central Ambulance NHS Trust. The Trust are very keen that Upton sets up a group and will be prepared to provide us with all the necessary equipment to keep in the village. Providing a reasonable number of volunteers come forward training will be provided in one of our village halls. The Chairman said that a number of people have volunteered and he is optimistic that we will be able to participate in this worthwhile activity. (Clerk’s note we have 9 volunteers before the Upton News has come out so the idea will go ahead)

12. Finance

i) Adoption of accounts: The accounts have been audited by Mr Brian Simpson, Internal Auditor.

The accounts were adopted by the Council.

ii) Ratification of Annual Governance Statement: The Annual Governance Statement was distributed. The council unanimously agreed that the Annual Governance Statement be signed by the Chairman.

iii) Invoices for payment since last meeting

a) Oxfordshire Rural Community Council (ORCC) membership – £20

b) Oxfordshire Assn of Local Councils (OALC) – subscription – £126.26

c) Clerk’s salary, refreshments for APM & postage – £343.11

d) Complete Weed Control – £264.50

e) Allianz Insurance – annual premium – £389.91

Payment of the above invoices was agreed with the exception of the Allianz Insurance invoice. The clerk reported that she has asked Came & Company, underwritten by Norwich Union, to provide a quotation for comparison.

(Clerk’s note – The quotation has been received and is £70 cheaper with improved cover. The cover has been checked by the Clerk and the Chairman and the quotation has been accepted)

iv) Receipts since last meeting: bank interest March £1.14, April £1.25

13. Correspondence recently received

i) *Oxfordshire County Council – letter dated 15 April 2009, Stream Road/Frog Alley

ii) CPRE Spring bulletin 2009

iii) Equality & Human Rights: Public Sector duties vis a vis New Equality Bill

iv) Thames Valley Police Open Day – 8^th August

v) Home2School Newsletter – Summer 2009

vi) The Playing Field – Spring Newsletter

vii) Minutes of Parish Transport Representatives meeting – 15^th April 2009

* Correspondence at Item 13 (i) has been previously circulated to all councillors. The remainder is in circulation except 13(vii) which is being retained by Mr Summers.

14. Date of next meeting: The next meeting is to be held on Wednesday 22^nd July 2009.

The Chairman declared the meeting closed at 11.08 p.m.

Clare Lightfoot, Clerk

Tel: 01235 850486

31^st May 2009

UPTON PARISH COUNCIL

Minutes of the Annual Parish Meeting of Upton

held on Monday 6^th April 2009 at 8.00 pm in the Village Hall

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

Mrs T Seelig , Mr G Summers

Mrs C Lightfoot (Clerk)

Mr C Lamont (County Councillor)

Mr R Farrell (District Councillor)

Mrs A Brown (Blewbury School Representative)

Mr P Gardiner (Parish Transport Representative)

Mrs J West (Upton Village Hall Amenity Trust)

21 members of the public attended.

1. Apologies for Absence: received from Mr & Mrs D Beckles, Mrs C Davies, Mr J Scarborough,

Mr & Mrs B Simpson and Mr G de Wilde.

2. Minutes of the meeting of the Annual Parish Meeting held on Tuesday 8^th April 2008 were read by

Mr G Summers. The minutes were agreed to be a true record and duly signed by the Chairman.

The Chairman opened the meeting by saying that reports had been circulated in advance of the meeting and he welcomed questions. A copy of reports is attached to these minutes.

3. Discussion on Annual Reports

i) Chairman’s Report: the Chairman gave an overview of Parish Council (PC) activities outlining where objectives had been met and listing areas where the PC had been less successful.

Questions and comments arising:

Beeching Close: Mrs De Wilde said that there were still unresolved issues and matters were being pursued with the Ombudsman.

Cycleway to Blewbury: the Chairman reported that it is unlikely that the cycleway will go ahead in the foreseeable future despite it being the top priority in the parish plan. The permission of the landowners to change the official status is required.

ii) Finance: the accounts show a healthy situation with a balance being carried forward of ~£14,000. A donation of £9,000 had been promised towards the village hall extension.

iii) District Councillor: in answer to a question on rodent control, Mr Farrell said that it was not a duty of the Local Authority to deal with this problem. Mr Summers had received 13 reports of rats in different locations throughout the village and it was perceived to be an issue which should be addressed collectively.

Mr Joel asked whether we are entitled to road sweeping. Mr Farrell said that the District Council provides 50% towards street cleansing. The PC to pursue. Clerk

The Chairman thanked Mr Farrell for his report.

iv) County Councillor: no questions. The Chairman thanked Mr Lamont for his efforts on our behalf in the past and wished him well as he retires as District Councillor in June 2009.

v) Parish Transport Representative (PTR): Mr & Mrs Gardiner were thanked for their hardwork which had been much appreciated over the past 10 years. Mr de Wilde has agreed to act as Sustrans Ranger.

vi) United Charities: it was noted that if anyone was in need of financial help Mrs Whitmell should be contacted.

vii) Blewbury School: no questions.

viii) UVHAT: it was noted that £80k had been raised which is sufficient to allow UVHAT to go to tender for building the extension to the Village Hall. It is hoped to be able to place the contract by end of May with a start date of end June.

ix) Neighbourhood Watch: no questions

x) St Mary’s Church: no questions

4. Discussion on the future

Volunteer Work Force The Chairman outlined how he would like to see the village’s volunteer work force evolving in the future. He would like 3 parishioners to come forward who together with a member of the PC would form the steering group of a new “club” of village volunteers. The steering group would look at proposed projects that will improve the amenities and the village environment, decide which projects should proceed and arrange and manage them. The PC will remain accountable for the actions of the volunteer workforce. After discussion the majority were in favour of the revised set up.

A document outlining the working practices of the new “club” will be drawn up by the steering group and submitted to the Parish Council for approval.

Mr Maytham and Mr Lott volunteered to join the Chairman as members of the steering group. Chairman

Projects for the Workforce to consider:

Downs Litter Pick in the Summer: To undertake a one-off tidy up of the area on the south side of Alden Farm which is not covered by the annual litter pick and where fly tipping is a problem.

Clearance of Frog Alley Stream: To clear out the dead and dying shrubs and trees over a 400m length of the stream. Permission of the landowner has been given. Mr Joel said that the stream is crystal clear and any clearance is unnecessary.

Resurface Frog Alley: To resurface Frog Alley so that it could be walked throughout the year. This idea has been under consideration for the past 2 years. A note was put in the Upton News in 2008 suggesting it should be made pedestrian only and seeking opinions (just 1 parishioner objected). The County Council Highway’s Dept who are currently responsible for the road have been asked if it could be re-classified as a footpath and a gate installed – a response is expected soon.

Mrs Durbin commented that Frog Alley is what it is and there are other walks when Frog Alley is impassable.

It was agreed that both clearing the stream and constructing a footpath would be a huge project requiring support of the village.

Other Suggestions for the Workforce to consider:

• Tidy up the site of the old telephone box
• Erect rabbit fencing and chop back the bushes in the Recreation Ground alongside the old railway line.

Other suggestion for the Parish Council to consider:

• Purchase the grass collector that will fit on the Mower

Effects of Village Hall closure during building of extension

It is anticipated that the hall and parts, or even all, of the children’s play area may be out of use for up to 3 months whilst it is classified as a building site. Mrs West was asked to check whether this will be the case. Users will be kept informed on progress. Some regular bookings will transfer to the Methodist Hall. Mrs West

Fund Raising for the Car Park/Patio

At least a further £10k is required in order to double the size of the cark park. A quote for the patio is awaited.

Ideas for further fund raising would be appreciated.

Mr Lightfoot said that he is prepared to organise a fun run and requested helpers. Mrs A. Brown, Mrs Lott,

Mr Maytham and Mr Whitmell volunteered.

Parish Transport Volunteer

A representative is urgently required to act as PTR. This involves occasional meetings in Oxford where policy matters are discussed. The next meeting is scheduled for 15^th April. Mr Gardiner said that it was very important that we send a representative at bus review time. The Parish Council to continue its search for a volunteer. PC

Work on Recreation Ground

The Chairman proposed that the recreation ground be treated with weed killer as there are many bare patches caused by the growth of plantains. 2 accredited companies have provided quotes of £230 and £250. It was agreed to go ahead with this treatment. The meeting was assured that the recreation ground will be useable within 1 hour of treatment. Chairman

Village of the Year

The Chairman asked for 3 enthusiasts to prepare and make the presentation on behalf of the village. No volunteers came forward and therefore an entry this year is unlikely.

Energy Saving Initiative

For the last two years the Parish Council has been trying unsuccessfully to explore the idea of setting up an Upton Energy Saving Group and no offers had come forward as a result of a recent request in the Upton News for volunteers to set up the group. A number of people showed interest in exploring the idea and it was agreed to invite members of the Blewbury Group over to Upton to hear about their achievements. TS

First Responders: The Chairman outlined how first responders operate; he said that recently a person’s life had been saved through the actions of a first responder in a neighbouring village. Mrs de Wilde and Mrs Lott offered to be involved and Mrs Lott said that the company where she works may be prepared to sponsor a kit. The chairman will pursue this further. Chairman

New Ideas from the Village to follow on from Parish Plan

Parishioners requested that the following aims be incorporated in the Parish Council’s Annual Plan:

Mr Bob Lott proposed that the footpath to Blewbury be levelled, this was seconded by Mr D Whitmell. PC

It was suggested that an additional dog bin be placed at the Upton end of the Sustrans track. PC

5. Chairman’s closing remarks

The Chairman thanked the army of volunteers who carry out a range of tasks within the village and for being “good neighbours”.

Special thanks were given to Cathy Brown for compiling the Upton News, to Dawn Saunders in the Duck House for printing it and to Jessie West and her helpers who deliver it.

Thanks also to Brian Rippon for his unstinting work on the web site which is highly acclaimed both outside and inside the parish.

He also thanked parishioners for their support and for the excellent turnout at tonight’s Annual Meeting.

The Chairman said that he intended standing down from office with effect from the May 2009 Parish Council meeting.

6. Date of next meeting: no date was set for the 2010 Annual Parish Meeting but it will be in the second week of April 2010.

The Chairman closed the Meeting at 10.05 pm

Clare Lightfoot

13^th April 2009

Clerk, Upton Parish Council

UPTON PARISH COUNCIL

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

Wednesday, 25^th March 2009 at 8.00 pm

Present: Mr M Brown (Chairman), Mr D Mason, Mr S. Norman, Mrs T Seelig, Mrs C Lightfoot (Clerk),

Mr G Summers, Mr R Farrell, Mr C Lamont (part time), PCSO L Gardner & colleague (part time)

1. Apologies: received and accepted from Mr J Dickens.

2. Declarations of Interest: none recorded

3. Minutes of meeting of Upton Parish Council held on 28^th January and the Extraordinary meeting held on 12^th February 2009 having been previously circulated were agreed to be a true record and signed by the Chairman.

4. Matters Arising

i) Future of volunteer groups ) the Chairman proposed that these items be deferred

ii) Parish Transport Representative ) to the Annual Parish Meeting

iii) Model publication scheme – see Item 10(vi)

iv) Litter pick – this is scheduled to take place on 28^th March at 9.30 a.m.

v) Vale of White Horse Chairman’s Community Awards lunch – Mr Brian Arnold was nominated to attend and had written to the Parish Council thanking us for his nomination and saying that the event had been very enjoyable.

Police Report

PCSO Gardner reported that there had been no notified incidents in Upton since 28^th February 09. Additional patrols are being made to address problems in the Frog Alley Farm area and incidents of poaching and criminal damage on the Ridgeway. The SID machine is in evidence regularly on the A417 and Chilton Road. Regularly police surgeries are being held in Upton. If dates are provided they will be advertised in the Upton News

5. Co-option of additional councillor

The Chairman welcomed Mr Summers to the Parish Council as a co-opted member.

6. County Councillor’s Report

Mr Lamont reported that the County Council had received its Annual Audit and Inspection and in the area of education had received a lower rating than previously. He said that there were a number of factors which made this a difficult area to address.

7. District Councillor’s Report

Mr Farrell outlined the difficulty faced by the Vale due to the drop in interest rates. The Vale’s budget had been set in February with a resultant 4.8% rise in council tax. He said that a number of redundancies had been made following the merger of the Vale and South Oxfordshire DC. Further savings will be achieved with the joint waste collection due to commence in October 2010.

8. Villagers’ Forum

Mr Summers reported that there had been complaints about rats in various parts of the village.

After discussion the Chairman proposed that we establish the extent of the problem by placing a note in Upton News requesting feedback from parishioners. The Parish Council will then investigate hiring the services of a professional company to deal with the problem. MB

9. Planning Applications

The following planning applications have been permitted with conditions:

UPT/15731/3 09/00018/FUL – Renovation of barn including vertical extension to provide family room, utility room, shower room, master bedroom and ensuite bathroom at the Coach House, Alden Farm Lane, UPT/20176/1 – Demolish roof to existing and raise ridge height to create new first floor and room in the roof, also kitchen area to ground floor. Single storey sun room to side aspect at Stream Cottage.

It was noted that the Vale have not clarified the position of agricultural land being used in this application. Mr Farrell will check the position. RF

10. Reports from Councillors’ on areas of responsibility

i) Roads and Footpaths:

Cycle Track from Blewbury to Upton

Mr Norman reported that further discussions had taken place with the landowners, and modified proposals had been put forward, but it seemed unlikely that the cycle track would be agreed in the near future.

ii) Recreation Ground: The Chairman said that the recreation ground would benefit from spraying off the plantains. This would have to be undertaken by a professional contractor at an estimated cost of £250. It was agreed that this should be considered at the Annual Parish Meeting.

iii) Playground: Mrs Seelig said that a new inspection rota had been distributed. Safety tiles need removing to the Drayton tip.

iv) Village Hall: the revised planning application is under consideration by the Vale.

v) Young Parishioners: nothing further to report.

vi) Communications and other Amenities: The Chairman reported that the work on the Model Documentation Scheme which required about 100 hours of effort from councillors is now just about complete. The list of documents now displayed on the website is very impressive. The concern now is the time it will take to keep the system up-to-date.

vii) NAG: Mrs Davies, Neighbourhood Watch Coordinator, will attend future NAG meetings on behalf of the Parish Council.

viii) UKAEA Stakeholders Committee: Mrs Seelig has agreed to attend future meetings.

ix) Energy Saving Initiative: Mr Farrell agreed to put us in touch with the appropriate person in Blewbury in order that the Parish Council can make an informed decision about the merits of taking this initiative forward. RF

11. Finance

i) Statement of Financial Situation.

The Chairman reported that he had checked expenditure and receipts almost to year end and was satisfied they are in line with expectations. Copies of receipts, expenditure and the completed estimates sheet will be circulated to members soon after the end of the financial year. They will also be posted on the website. Clerk/MB

ii) Invoices for payment since last meeting

Clerk’s Salary – February & March 09 – £311.80

Milton Garden Machinery (servicing mower) – £71.93

Mr B Simpson – copies of plans for Village Hall extension – £21.16

Mr M Brown – reimbursement of fuel for mowers – £33.10

The above payments were agreed.

iii) Financial transactions since last meeting

Bank Interest: January £1.34, February £1.32

The above receipts were noted.

iv) Distribution of Council’s Charitable donations

After discussion the following donations were agreed:

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

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

£50 Air Ambulance

£50 South and Vale Carers

£40 CPRE annual subscription

12. Correspondence recently received

i) BDO – local council briefing Spring 09

ii) Nominations requested for Community Policing Awards

iii) VWH Core Strategy Preferred Options Evidence Base. Evidence can be seen on Vale website – comments requested by 30^th March

iv) CPRE Fieldwork publication – March 2009

v) Oxfordshire CC – Consultation on proposed changes to shelter grants scheme – March 2009

The above correspondence was noted.

13. Date of next meeting:

The Annual Parish Meeting is to be held on Monday 6^th April 2009.

The next Parish Council meeting is to be held on Wednesday 27^th May 2009.

14. Additional Item – Frog Alley

It was agreed to discuss this as an additional item so that thoughts can be put forward for discussion at the Annual Parish Meeting.

The Chairman said that Frog Alley is classified as a road and responsibility for its maintenance rests with the County Council but he did not think it correct in these times of restricted budgets to ask them to use their resources to make it usable for traffic. About 12 months ago the Parish Council published an idea in the Upton News to install a gate just below the pumping station and make the bottom 300m pedestrian only and asked the County Council to agree to permanently closing the road no decision has yet been made. The original idea does not now have the full support of the Council.

The following actions were agreed:

• Mr Norman to put a proposal together on what the council should be looking to do in Frog Alley in the future. This proposal will need to be agreed by all members of the council. SN
• If “A Volunteer Workforce” is formed at the Annual Parish Meeting it is to be asked to consider clearing the stream in Frog Alley. This action was originally requested by a parishioner.

15. The Chairman concluded the meeting by saying that he wished to resign as Chairman at the end of the current term of office having completed 2 years.

Meeting closed at 10.10 p.m.

Clare Lightfoot, Clerk

Tel: 01235 850486

2^nd April 2009

UPTON PARISH COUNCIL

Minutes of an Extraordinary Meeting of Upton Parish Council

held on Thursday 12^th February 2009 at 8.00 p.m. in the Methodist Church

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

1. Apologies for absence were received and accepted from 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 (please refer to the notes at the end of agenda).

None recorded.

3. Planning Application

UPT/20176/1 – demolish roof to existing and raise ridge height to create new first floor and room in the roof, also kitchen area to ground floor at Stream Cottage, Stream Road. Applicant Mr S Fraser. The plans were examined and discussed. The Parish Council had no objection to the plans. However, it would appear that part of the plot may still be designated as “agricultural” land. The clerk was asked to respond to the Vale of the White Horse accordingly. Clerk

4. Invoices for payment: Annual membership of Oxfordshire Playing Fields Association is now due – £32. The plans for the village hall extension have now been redrawn and are ready for submission to the Vale of the White Horse. As agreed at the Parish Council meeting on Wednesday 28^th January 2009, (minute 12(iv)) the fee of £335 is now due. The Chairman proposed that these accounts be paid, all were in favour.

There being no further business, the Chairman closed the Meeting at 8.25 pm

Clare Lightfoot

19^th February 2009

Clerk, Upton Parish Council

UPTON PARISH COUNCIL

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

Wednesday, 28^th January 2009 at 8.00 pm

Present: Mr M Brown (Chairman), Mr D Mason, Mr S Norman, Mrs T Seelig, Mrs Lightfoot (Clerk),

Mr R Farrell (part time), Mr C Lamont (part time) PCSO C Johnson (part time).

1. Apologies received and accepted from Mr J Dickens

2. Declarations of Interest

None recorded

3. Minutes of meeting of Upton Parish Council held on Wednesday 26^th November 2008 having been previously circulated were agreed to be a true record and signed by the Chairman.

4. Matters Arising

i) Future of volunteer groups – it was agreed to add this to the agenda of the Annual Parish Meeting.

ii) Model Publication Scheme – discussion on this item is recorded at item 13.

5. Police Report

PCSO Johnson reported that a car had recently been stolen from Fieldside. She said that there will be heightened police activity to counter vandalism on Churn Hill. She noted that the SID machine had picked up 36 speeding vehicles on the A417 in Upton during a 3 month period at the end of 2008.

6. Co-option of additional councillor: Mr Brown reported that he is hopeful that an additional councillor will be co-opted at our next meeting.

7. County Councillor’s Report. Mr Lamont quoted from the Oxfordshire Economic Partnership report:

an additional £2.3M has been granted for Didcot Centre improvements; Didcot Railway station is to undergo a £5.4M redevelopment. Oxford is bidding for the City of Culture in 2010.

8. District Councillor’s Report

Mr Farrell spoke of the budgetary problems faced by the Vale largely due to the high usage of the concessionary bus fare scheme. This is being addressed over the next 2 years by SODC and the Vale sharing services resulting in the merger of senior management posts and a number of redundancies being made. There is to be rationalisation of waste collection, household waste will remain on weekly collection, landfill waste will be every other week.

9. Villagers’ Forum – in the absence of parishioners there was no discussion.

10. Planning Applications

UPT/17100/1 – Insertion of 2 dormer windows to rear of property, alterations to windows, repositioning of rear door and windows, trimming, cutting and cropping of existing purlin and formation of bathroom in attic space at Stocks, Stream Road. It was noted that this application was permitted on 7^th January 2009.

UPT/15731/3 09/00018/FUL – Renovation of barn including vertical extension to provide family room, utility room, shower room, master bedroom and en-suite bathroom at the Coach House, Alden Farm Lane. Applicants Mr & Mrs J Carpenter. These plans were discussed and the Parish Council had no objections. The Clerk to write to the Vale accordingly. Clerk

Beeching Close Update: The Chairman reported that he and Mr de Wilde had met with the Vale Planners. He said that this meeting had been disappointing with the upshot being that only minor concessions had been made. Due to the errors in the original Highway’s report the Vale have agreed to request another report from the County Council Engineers, the response is still awaited.

11. Parish Transport Representative

No replacement has yet been found for Mr & Mrs Gardiner. A note will go in Upton News to ask if anyone will undertake this role. The clerk to advise that the temporary contact for this parish will be the Clerk. It was noted that the next P.T.R. meeting is to take place on 15^th April 2009 in Oxford.

12. Reports from Councillors’ on areas of responsibility

i) Roads and Footpaths

Mr Norman reported that a confusing email had been received from Oxfordshire County Council advising that they are responsible for keeping footpaths clear. The Chairman had responded to the email asking for clarification.

ii) Recreation Ground. The Chairman reported that the mowers have been serviced. He reported that he will be contacting the existing group of volunteers plus 2 additional ones in the next few days with a view to putting together this summer’s rota. He will also be putting a request in the Upton News for any additional volunteers who may like to help out.

iii) Playground. Mrs Seelig and Mr Dickens will discuss the inspection rota. They will also look at a “play humps” concept.

iv) Village Hall. The Chairman reported that the presently available funding would not allow for the immediate installation of the dividing partition and therefore there would be a considerable delay in providing a small meeting room at the end of the main hall. To counter the problem some modifications are being suggested, ie 1 metre added to the length of the extension to enabling the archive room to become a 12’ x 15’ meeting room. The Parish Council agreed to submit the revised plans at a cost of £335.

v) Planning – see item 9.

vi) Young Parishioners. Mr Mason continues to review suggestions for addressing activities for young parishioners and will have some ideas in place for the March meeting.

vii) Communications and other Amenities. The Chairman expressed his thanks to Mr Brian Rippon for the work he continues to do on the Web site and in particular for the work he did to allow the council to meet its obligation to the Model Publication Scheme.

viii) NAG. Mrs Celia Davies, Neighbourhood Watch Coordinator, had attended the recent NAG meeting on behalf of Upton.

ix) UKAEA Stakeholders Committee. A PC representative to replace Ms Drew on this committee has not yet been agreed.

x) Playground Management Committee. Nothing further to report

xi) Energy Saving Initiative. No response has been received from parishioners following the article in Upton News. The idea will be discussed at the annual parish meeting in April.

13. Finance

i) Discuss and agree estimates including the setting of Precept for 2009/10.

Budgets having been previously circulated were discussed. It was agreed to keep the precept at £7250. Both the Estimated Budget for 2009 – 2010 and the predicted council Reserves will now be posted on the web.

ii) Statement of Financial Situation.

The Chairman reported that this year’s financial situation was exactly where we would expect it to be. It was noted that interest on our account has dropped from £32 to £7 per month.

iii) Invoices for payment since last meeting

PWLB – Loan repayment 29/12/08 – £412.91

Clerk’s Salary & expenses – December & January 09 – £333.18

Society of Local Council Clerks, annual subscription – £61

VWH Dog bin emptying – period 1/7/08 – 31/12/08 – £97.46

The above payments were agreed

iv) Financial transactions since last meeting

Bank Interest: Nov £32.01, Dec £7.03

The above receipts were noted.

14. Model Publication Scheme.

The council had more than met its initial obligation in setting up a Publication Scheme that meets with the government requirements. It just remains to put 7 or 8 more documents on the village website, about 60 have already been posted.

The Parish Council unanimously approved both the Annual Council Plan 2008-9; and

The Document Storage Proposed System, both had been previously circulated. Both documents will now be put on the web.

The implementation of the Publication Scheme whilst it had created a lot of work has also resulted in a major overhaul of how the council stores its documentation for the long term, this in turn is also going to result in a lot of additional work for the Clerk and for the Chairman.

Mr Norman apologised for not yet having reviewed the council’s Financial Regulations, he promised to complete the job in the next few days and return them for publication. SN

15. Litter Pick: It was agreed to hold the village annual litter pick on 28^th March.

Meet at the village hall at 9.30 for tea and biscuits and set off between 9.45 and 10.00. The Chairman will organise it as for previous years. MB

16. Nomination for VWH Chairman’s Community Awards Lunch

The council had received a request to nominate a parishioner who has made a significant contribution to sport to attend the annual Chairman’s Community Awards Lunch at the Guildhall. It was agreed to nominate Mr Brian Arnold in recognition of his contribution to local rugby. MB

17. Correspondence recently received

i) Your Vale Your Future – strategy for sustainable communities 2008-2016. Copies of this document were distributed to members for retention.

ii) Your Vale – Your Future. Comments on core strategy preferred options requested by 27^th February 2009.

iii) “Communities in Control: real people, real power: code of recommended practice on Local Authority publicity” – consultation paper

iv) Southern Central Oxfordshire Transport Strategy (SCOTS) – draft for comment by 28^th April 2009

v) VWH – Grants for additional parish litter cleansing 2009-10

vi) TOE – 10^th Anniversary report

vi) ORCC Review – Autumn/Winter 2008

viii) UKAEA Harwell Decommissioning Update. Winter 2008

ix) VWH – Budget proposals 2009/10

x) Local Community Flood Groups

xi) VWH – Air your views on air quality in Abingdon

xii) Arts a la Carte – Workshops in the community

viii) Home2School Newsletter – Spring 2009

The above correspondence was noted.

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

Clare Lightfoot, Clerk

Tel: 01235 850486

4^th February 2009

Minutes of meeting of Upton Parish Council held on Wednesday, 26^th November 2008 at 8.00 pm in the Village Hall

Present: Mr M Brown (Chairman), Mr J Dickens, Mr S Norman, Mr C Lamont (part time),

Mr R Farrell (part time) and Mrs C Lightfoot (Clerk)

1. Apologies for absence were received and accepted from Mr Mason (business commitments)

2. Declarations of Interest

Members are asked to declare any personal interest and the nature of that interest which they may have in any of the items under consideration at this meeting. None recorded

3. Election of vice chairman.

The Chairman said that the election of vice chairman was for a period of 6 months, until May 2009.

Mr Norman was proposed by Mr Dickens, seconded by Mr Brown. Mr Norman was duly elected.

4. Minutes of meeting of Upton Parish Council held on Wednesday 24 September 2008 and an Extraordinary Meeting held on 16^th October 2008 having been previously circulated were agreed to be a true record and signed by the Chairman.

5. Matters Arising from meeting of 24^th September:

• Future of Volunteer Group, it was agreed that we defer discussion until a full council was present.
• Clerk is arranging for the bank mandate to be updated to reflect Mr Dickens becoming signatory.

6. County Councillor’s Report

Mr Lamont reported that there is to be an extraordinary meeting of Oxfordshire County Council on 27^th November. This is in order to change the constitution and to adopt the “Strong Leadership Model” resulting in the leader serving a 4 year term. Plans for incinerators in Ardley and Sutton Courtenay will come before the Planning and Regulatory Committee in January.

7. District Councillor’s Report

Mr Farrell told the meeting that the Core Strategy is to be discussed by the Development Control Committee and Vale Executive on 3^rd December. The preferred options will go out for consultation in January.

8. Villagers’ Forum – in the absence of any villagers there was no discussion

9. Planning Applications

UPT/832/5 – modification of planning obligation – Mr R Napper: the Chairman reported that this is simply a question of the farmer having to maintain a certain number of fields so that the farm remains viable. The PC had no objections to this.

UPT/18307/3 – erection of single 2 storey family dwelling at 1 Beeching Close. The Chairman has been invited to meet with the Chairman of the Development Control Committee, a Legal Representative, Mr Farrell and Mr Gilbert on 27^th November at which questions raised in recent correspondence will be addressed. The Chairman said all we wanted from the Vale Planners was openness, consistency and honesty.

UPT/20226/1 – Hitherto – this has now been permitted. Mr Farrell said that the PC letter of objection was read out at the Development Control Committee. He said that unless the objection has a planning principle grounding then our objections will fail. The Chairman asked Mr Farrell how can we obtain a copy of “Planning Principles” in order to learn. Answer –You cant as they are spread all over the place.

UPT/8232/4 – erection of summerhouse/garden store at Manor Lawns, High Street for

Mr M Collins – permitted.

UPT/17100/1 – Insertion of 2 dormer windows to rear of property, alterations to windows, repositioning of rear door and windows, trimming, cutting and cropping of existing purlin and formation of bathroom in attic space at Stocks, Stream Road. Applicant Dr S Whatmore. The PC examined the plans and had no objections. Clerk to reply accordingly. Clerk

10. Parish Transport Representatives Report

Oxfordshire County Council have written requesting that PTRs in future be PC members in order that there is just one point of contact. Mr & Mrs Gardiner have written resigning from this role. The clerk has written to thank them for their diligence over the past 8 years. A new PTR is required and this will be an agenda item at the next PC meeting. Clerk

11. Reports from Councillors’ on areas of responsibility

i) Roads and Footpaths: cycle track to Blewbury – Mr Norman reported that this is ongoing.

Frog Alley: no further progress has been made. (to allay his concerns, Mr Norman was asked to look into the consequence of downgrading Frog Alley from an unmade road to a footpath) SN

Mr Norman will contact Highways to request bushes at the junction of A417/road to Horse and Harrow be trimmed back to facilitate better vision. SN

ii) Recreation Ground – working parties have completed laying new safety surfaces in the Playground. A start has been made on laying the old rubber clad, concrete slabs, in front of the ball-wall to improve the surface for playing cricket etc. Leaves have been cleared up and low branches have been removed in the Playground as per ROSPA report.

The Chairman said that a letter of thanks will go to those involved with mowing the grass during the past season. The self propelled mower will be serviced after Christmas.

iii) Playground – Mr Dickens reported that Mrs Tibbetts and Mrs Lott have agreed to serve on the Playground Committee. He will devise a rota for playground inspection. JD

iv) Village Hall (Progress on funding for Extension) – £100 has been donated by the 1^st Upton and Blewbury Brownie Pack and a surplus of £135 was made on the Hansel and Gretel production, this brings the total contributed from the village including the promises to £9161.

v) Planning: See above. There was a general discussion about the shortcomings of the local planning system and the way it is organised such that the Parish Council cannot have any say in the size of new buildings or the materials of which they are constructed.

vi) Young Parishioners – in the absence of Mr Mason there was no report

vii) Communications and other Amenities – nothing to report

viii) NAG – the next meeting has been deferred until 15^th January 2009. Mr Dickens will attend.

ix) UKAEA Stakeholders Committee: Mrs Seelig is reviewing the file to see if this is a Committee which she will undertake. It was noted that a villager has complained about the road humps in Curie Avenue.

x) Energy Saving Initiative

The Chairman proposed that he ask through Upton News whether there is anybody willing to join a working group to take this initiative forward. MB

12. New Model Publication Scheme

The Chairman proposed we adopt the Government Model Publication Scheme as written, seconded by Mr Dickens, all in favour. It was noted that we are required, under the Freedom of Information Act, to hold a directory of all documentation and where it can be found, either in hard copy or on the web. Mr Dickens, Mr Norman and Mr Brown will meet on Sunday 30^th November at 9.00 a.m. to discuss what is immediately required. JD/SN/MB

13. Finance

i) Audit Report: in their report BDO noted that our assets were under insured. A revised asset register was distributed. The Chairman proposed that each councillor reviews this alongside the PC’s Risk Assessment and return to the next meeting with an informed view on whether or not we should raise our insurance cover. ALL

Mr Norman proposed that the PC has noted the recommendations in BDO’s Audit Report and has taken appropriate action. Seconded by Mr Dickens, all in favour.

ii) Invoices for payment since last meeting

Clerk’s Salary – October & November – £311.80

Mr Brown – £65.57 – petrol for grass cutting and sundry items for making gate for mower to enter the new burial ground.

The above payments were agreed.

iv) Financial transactions since last meeting

Bank Interest: Sept £28.88, Oct £27.68

Precept – £3625

The above receipts were noted. However, the £20 invoice raised on Mr & Mrs Wright for 2 cuts to footpath at rear of George & Dragon remains unpaid. The clerk was asked to write to Mr & Mrs Wright. Clerk

v) The Chairman stated that he had reviewed the current financial situation and that both spend and receipts were in line with budget predictions. The Chairman and the Clerk will meet in the next few weeks to prepare next years budget such that the pre-cept can be set at the next meeting.

14. Correspondence recently received

i) Oxfordshire Playing Fields Assn, Annual Report 2007-08

ii) VWH – Local Community Flood Groups

iii VWH – Future Development in Vale – Core Strategy

iv) Vale Youth Magazine (VYM) – 1^st edition

v) Oxfordshire Primary Care Trust Strategy 2008 – 2013 – feedback meeting 2 December

vi) VWH Community Safety Partnership Forum – 11 December 9.30 a.m. Clerk to contact Neighbourhood Watch Coordinator to invite her to attend. Clerk

vii) Communities & Local Government consultation: Communities in Control: Real people, real power: codes of conduct for local authority members and employees. To respond by 24/12/08

viii) CPRE – Anti litter Campaign

The above correspondence was noted.

15. Date of next meeting. The next meeting is to be held on Wednesday 28 January 2009.

Clare Lightfoot, Clerk

Tel: 01235 850486

27th November 2008

UPTON PARISH COUNCIL

Minutes of meeting of Upton Parish Council held on

Wednesday 24 September 2008 at 8.00 p.m. in the Village Hall

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

Mrs T Seelig (part time), Mr C Lamont (part time), Mrs C. Lightfoot (clerk)

1. Apologies for absence received and accepted from Mr Farrell.

2. Declarations of Interest

Members are asked to declare any personal interest and the nature of that interest which they may have in any of the items under consideration at this meeting. None recorded

3. Minutes of meeting of Upton Parish Council held on Wednesday 23^rd July 2008. Mr Norman asked that in the penultimate sentence in item 11(i) be amended to read “Mr Norman said this did not seem to be a practicable idea”. With this minor amendment, the minutes having been previously circulated, were signed as a true record by the Chairman.

4. Matters Arising: there were no matters arising.

5. County Councillor’s Report:

Mr Lamont told the meeting that since Oxfordshire County Council now works in partnership with other bodies, ie PCT, Voluntary Sector, Police, Quangos, etc it no longer makes strategic decisions on its own. He said that County Councillors are now removed from representing the people and there is a perceived democratic deficit.

6. Planning Application

UPT/1062/4 – application made by Mr & Mrs E Johnson for erection of a dwelling with garage and erection of a replacement garage at Rowlands, Church Street. The Vale of the White Horse Planning Department has advised that this application has been withdrawn.

UPT/18307/3 – re-application for erection of single 2 storey family dwelling at 1 Beeching Close for Mr Curran. The Chairman and Planning Officer, Ms Drew, had studied the new application which was very similar to the earlier application . The only perceived changes were that the boundary fence had been moved back and the splay at the entrance had been altered. The clerk has responded to the Planning Department reinforcing the comments that had been made to the earlier application.

UPT/8232/4 – application to build summerhouse/store at Manor Lawns for Mr M Collins. The plans were viewed and no objections raised. Clerk to advice the Planning Department accordingly. Clerk

UPT/832/5 – modification of planning obligation – application by Mr R Napper. The Chairman will endeavour to find out the implications of this application and advise councillors by email so that a decision can be made. MB

9. Villagers’ Forum: there were no villagers present.

10. Parish Transport Representatives Report: the clerk advised the meeting that she has asked bus users how the new timetable was working. The cessation of the 9.00 a.m. bus has created the biggest difficulty. She has written to Oxfordshire CC conveying this. In their reply they state that some adjustment to the times might be possible when they undertake a review, usually after about 9 months or so.

11. Reports from Councillors’ on areas of responsibility

i) Roads and Footpaths – nothing new to report. Mr Norman requested that the PC should debate any change of status before implementation be carried out. Complaints have been received about the overgrown footpath at the back of the George & Dragon . The clerk has been assured by the tenant that the footpath is being cut this week.

ii) Recreation Ground: the Chairman reported that the drive belt on the tractor mower had broken. Kalehurst Garden Machinery Ltd will collect the mower to repair and service it. A check will be carried out to determine why the drive belt has broken after only 60 hrs use.

Working parties will be arranged for the morning and afternoon of Saturday 11^th October to position slabs in front of the ball wall and to lay safety surfaces beneath the swings and the climbing net. MB

iii) Playground: the ROSPA report was noted. The following items need to be considered: adjustment to gate catch to prevent finger entrapment, height of overhanging branches to be at least 2.4m

iv) Village Hall: The Chairman reported that village contribution to the hall fund has almost reached its original target of £10k.

v) Planning: in light of Ms Drew’s resignation from the Parish Council, Mr Brown agreed to act as councillor responsible for planning until a further councillor is co-opted.

vi) Young Parishioners: Mr Mason said that he is open to suggestions and he hoped to bring a proposal to the next meeting. DM

vii) Communications: the Chairman reported that the web site is undergoing a major revamp and will be back on line any day. (Note – it is back)

viii) NAG: nothing of relevance to Upton to report. Mr Dickens proposed that Mrs Celia Davies,

Neighbourhood Watch Coordinator be invited to attend future meetings. This was agreed.

JD

ix) UKAEA Stakeholders Committee: nothing to report. It was noted that a new nominee is required. Mrs Seelig expressed an interest in taking on the responsibility of representing UPC on this forum, a decision will be made at the next meeting.

x) Playground Management Committee: It is proposed to co-opt 2 new members to this committee to replace Colin Batchelor and Kathryn Fletcher who have resigned. Mrs Seelig to advise the Chairman of anything that needs the attention of the working party. TS

xi) Energy Saving Initiative: Mrs Seelig will pick up on this initiative and report to the next meeting.

TS

13. Finance

i) Invoices and payments since last meeting

Mrs C Lightfoot – donation to village tea party – £10 (paid)

Vale of White Horse – dog bin emptying (April – June) £41.47 + VAT (paid)

Clerk’s Salary – August & September – £311.80 + £24.99 expenses

Vale of White Horse – dog bin emptying (July – Sept) £41.47 + VAT

M. Brown – purchase of petrol for grass cutting £93.91

A. Brown – purchase of items for Tiddleywinks playgroup – £71.86

Playsafety Ltd – fee for annual inspection of play equipment £69.00 + VAT

The above payments were noted and agreed. The Chairman said that receipts and expenditure is in line with budget.

ii) Financial transactions since last meeting

Bank Interest: July 29.48, August £28.99

These receipts were noted. Clerk has invoiced Mr & Mrs Wright for 2 cuts to footpath at the rear of the George & Dragon.

The clerk asked for a nominee to become signatory in place of Ms Drew. Mr Dickens was proposed. Clerk to arrange bank mandate. Clerk

11. Correspondence recently received

i) Letter from Chairman of Vale of White Horse thanking the village for hospitality at Tea Party 29/7/08

ii) invitation to attend Didcot Community Forum meeting on 30 September

iii) invitation to renew subscription to FWAG

iv) SE England Regional Assembly – Partial review of the SE Plan: Gypsy and Traveller accommodation needs. Response to consultation document required by 21 November 08

v) CPRE “Fieldwork” magazine

vi) Guide to Roadsafety in Oxfordshire 2008/9

vii) Joint Strategic Planning Unit – Publication of the joint minerals and waste core strategy DPD

The above items of correspondence were noted.

12. Future of Volunteer Group: the Chairman floated the idea that the Volunteer Group might be set up as a charitable trust. This Group might feed back to the Parish Council ideas on what might be done to improve the village. The idea is to be debated at the next meeting. Clerk

13. Changes on the Parish Council: a letter of resignation from Ms Drew was read. The Parish Council expressed their gratitude to Ms Drew for her contribution and wished her well in her move away from Upton.

14. Date of next meeting. The next meeting has been arranged for 26^th November at 8.00 p.m.

There being no further business the Chairman closed the meeting at 10.05 p.m.

Clare Lightfoot, Clerk

Tel: 01235 850486

26^th September 2008

UPTON PARISH COUNCIL

Minutes of meeting of Upton Parish Council held on

Wednesday 23 July 2008 at 8.00 p.m. in the Village Hall

Present: Mr M Brown (Chairman), Ms B Drew, Mr D Mason, Mr S Norman, Mrs C. Lightfoot (clerk),

Mr R Farrell (part time), Mr C Lamont (part time), PCSO G Kirby (part time).

1. Apologies for absence received and accepted from Mr Dickens (holiday) and Mrs Seelig (holiday).

2. Declarations of Interest

Members are asked to declare any personal interest and the nature of that interest which they may have in any of the items under consideration at this meeting. None recorded

3. 3. Co-option of additional councillor: The chairman welcomed Mr David Mason to the council.

4. Minutes of meeting of Upton Parish Council held on Tuesday, 13^th May 2008 and extraordinary meetings held on Thursday 19^th June and Monday 30^th June 2008, having been previously circulated, were agreed to be a true record and duly signed by the Chairman.

5. Matters Arising

13/11/07 Field at rear of George & Dragon. In Mr Hood’s reply, dated 22/5/08, he suggested we attend a meeting with him, his officers and the Chairman of the Development Control Committee to discuss on-going concerns. Miss Drew and Ms Alexander of the Wessex AONB have subsequently attended such a meeting at the Vale offices. The Vale will look at case histories to see how chattels have been dealt with in other areas. Ms Drew told the meeting that she is awaiting a response from the Vale setting out issues following the meeting. Ms Alexander is hopeful that she can help us and will go through the Vale’s response with Ms Drew.

13/5/08 Draft Vale Sustainable Community Strategy. Miss Drew circulated the draft document for information.

13/5/08 Vale’s response to Thames Water – report by Mr Norman. Due to an oversight this report was not taken but the matter was discussed by the District Councillor.

6. County Councillor’s Report: Mr Lamont reported:

• the Great Western Park development at Didcot now has the go ahead;
• Oxfordshire County Council web site now contains Highways fact-sheets;
• planning applications are in the pipeline for incinerators to deal with much of the counties waste at both Sutton Courtenay and Ardley.

7. District Councillor’s Report: Mr Farrell reported:

• In a recently issued government report the Vale is only required to accommodate 60 additional houses on top of the 11,500 that it is already expected to provide by 2026;
• Sir Michael Pitts’ report on Lessons to be Learned from Floods can be seen on the Vale web site. There are 8 recommendations for Local Government which are likely to have a significant impact on the Vale’s finances. The Government is being asked whether they will help with funding, or alternatively agree to raise the cap on Council Tax;
• SODC and the Vale have agreed to proceed with joint management arrangements. Three councillors from each council will oversee the process;
• Thames Water Reservoir: the Vale is not convinced by the case which has been made by TW. The Vale’s final response will be made in August.

8. Planning Application UPT/1062/4 – application for erection of a dwelling with garage and erection of a replacement garage at Rowlands, Church Street. Application made by Mr & Mrs E Johnson. The plans were discussed and it was unanimously agreed that the Parish Council should not object. The clerk was asked to request clarification that the land on which the new property is to be built is not agricultural land. Clerk

The following permissions were noted:

UPT/19332/1 – Alterations to Upton Lodge – Permission granted

UPT/20551 – Change of use of land at Scotlands Ash – Permission granted

UPT/3644/1 – Sign of the Crown – permission has been granted, with conditions prohibiting commercial use.

Request to reduce the crowns on Horse Chestnut and Sycamore trees at Corderoys by 20% – permission granted.

UPT/18307/2 1 Beeching Close, permission has been refused. Mr Farrell will investigate the reason for refusal.

9. Villagers’ Forum

PCSO Kirby briefly attended the meeting to hear if there were any concerns. He said that special attention would be paid to monitoring vehicles traveling illegally on the Sustrans track particularly during the school holidays. The Chairman advised that the most appropriate siting for the SID machine is on the A417 and in Chilton Road

10. Parish Transport Representatives Report: no report

11. Reports from Councillors’ on areas of responsibility

i) Roads and Footpaths – Cycle track to Blewbury: Mr Norman reported that a Blewbury landowner has offered land alongside the A417 for a cycle track between Upton and Blewbury, terminating at the boundary of Upton. Mr Norman said this did not seem to be a credible idea. He will seek a further discussion with those involved in Blewbury. SN

ii) Recreation Ground: the Chairman reported that the grass-cutting arrangements for the recreation ground were working well and he thanked those responsible. He said that some maintenance was required on the garage. MB

iii) Playground: the ROSPA inspection is due this month. The Chairman said that help is required to lay the new safety mats. The Chairman stated that he would continue with the cutting of the stinging nettles and would also cut the hedge, B.D. agreed to help. The membership of the Playground Committee needs to be reviewed. MB & BD

iv) Village Hall: The Chairman reported that an £8,750 grant has been made by the County Council. Our application to WREN is through to the second phase. In this area 2 grants will be awarded from 4 applicants. Donations from the village have exceeded the half-way mark, ie over £5k.

v) Planning: see Item 5. Matters Arising and Item 8

vi) Young Parishioners: nothing to report

vii) Communications and other Amenities (Environmental Project). The Chairman said that he has written to the Highways department regarding the installation of gates in Frog Alley. A reply is awaited.

viii) NAG: no report was available following the last NAG meeting.

ix) UKAEA Stakeholders Committee: Ms Drew said that nothing of direct interest to Upton was discussed at the last meeting.

x) Energy Saving Initiative: no further progress to report.

12. Lead Roles for 2008/9: it was agreed that each lead role should be supported by another councillor as follows:

Planning: Ms B Drew/Mr M Brown

Roads & Footpaths: Mr S Norman/Mr M Brown

Recreation & Playground Mr J Dickens/Mrs T Seelig

Youth Mr D Mason/Mrs T Seelig

Communications & Amenities Mr M Brown/Ms B Drew

Energy Saving Initiative Mrs T Seelig/Ms B Drew

Parish Council representation on other bodies was agreed as follows:

UVHAT Mr S Norman

NAG Mr J Dickens

UKAEA Ms B Drew

Other areas where councillors would be expected to give assistance:

Finance Mr S Norman

Transport Mr J Dickens

Village Workforce Mr M Brown with assistance from Mr D. Mason

13. Finance

i) Invoices and payments since last meeting

Wicksteed – safety mats £777.26.

Payment to Public Works Loans – 30 June – £412.91

Hire of Hall for meetings – £88

Milton Garden Machinery – £369

Mr G de Wilde, contribution towards roller for recreation ground and petrol costs for both mowing and rolling- £55

Allianz Insurance- additional premium for mowers and fidelity guarantee – £27.53

Mr M Brown – grass cutting expenses – £82.64
Clerk’s Salary – June & July & postage – £328.24

The above payments were noted and agreed. It was unanimously agreed to make £10 available towards the village tea party for the elderly and housebound planned for 29^th July.

ii) Financial transactions since last meeting

Bank interest – May £31.11 & June £33.46

Repayment of VAT claimed end June – £227.72

These receipts were noted.

iii) Charitable Donations

Request has been received from Oxfordshire Association for the Blind. This will be considered along with other requests at the end of the financial year.

14. Correspondence recently received

ORCC – 10/7/08 – County Council Grant Aid for Village Hall Project – grant of £8,750 has been awarded towards village hall extension project. Clerk to write a letter of thanks. Clerk

Oxfordshire CC – 25/6/08 – Application to add bridleway to the definitive map has been unsuccessful. Noted

VWH – 18/7/08 – Housing needs assessment – survey being carried out. Posters advertising this to be displayed.

Vale Chairman’s letter, 10/6/08, requesting visit to village activities. The Vale Chairman will be attending the village tea party.

CPRE AGM – 26/7/07: noted

The following correspondence will be circulated to councillors:

Oxfordshire 2030 Consultation – draft plan for consultation.

Oxfordshire Highways Annual Report:

Oxfordshire County Council, Countryside Service, Annual Report

ORCC Review, Summer 08

15. Date of next meeting. The next meeting has been arranged for 24^th September at 8.00 p.m.

There being no further business the Chairman closed the meeting at 9.50 p.m.

Clare Lightfoot, Clerk

Tel: 01235 850486

27^th July 2008

UPTON PARISH COUNCIL

Minutes of meeting of Upton Parish Council

held on Tuesday, 13^th May 2008 at 8.00 pm in the Village Hall

Present: Miss B Drew (Chairman), Mr J Dickens, Mr S Norman, Mrs T Seelig,

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

Mr B Simpson (Internal Auditor) (part-time)

1. Apologies for absence received and accepted from Mr M Brown

2. Declaration of Interest Members are asked to declare any personal interest and the nature of that interest which they may have in any of the items under consideration at this meeting). None recorded

3. Election of Officers

Office Nominee Proposed Seconded

Chairman Mr M Brown Mr J Dickens Mrs T Seelig

Vice Chairman Miss B Drew Mrs T Seelig Mr S Norman.

4. Co-option of Additional Parish Councillor

Mr David Mason had been approached by the Chairman and is willing to become a member of the Parish Council. The meeting was unanimously in favour of his co-option. Mr Mason will be invited to attend the July meeting.

5. Minutes of meeting of Upton Parish Council held on 11^th March & 2^nd April 2008.

Mr Farrell requested the following amendment to the minutes of 11^th March. Item 6. AONB at Rear of George & Dragon, penultimate para, should read “Mr Farrell defended the action taken by the Vale Enforcement Officer in protecting the ANOB stating that enforcement of such matters had a lower priority than issues such as unauthorised work on listed buildings, building work without permission or incorrectly positioned of TPO’d trees”. Mr Norman proposed that the amendment be made, seconded by Mr Dickens, all in favour. The duly amended minutes of 11^th March and the minutes of 2^nd April 2008 were agreed to be a true record and signed by the Chairman.

4. Matters Arising

11/03/08 Field at rear of George & Dragon: we are awaiting a response from Mr Hood to our letter of 5^th May 2008.

11/03/08 Youth in Vale: our nominee, Ben Shaw, had been invited to attend the Celebration of Youth in the Vale but unfortunately was unable to attend.

11/3/08 Post Office Closure: despite our protestations the post office is due to close on 9^th June. Mr Brown is seeking an urgent discussion with Mr Partington of Post Office Ltd to understand what financial support is required to maintain the service, or at the very least what outreach service is being offered.

4/04/08: Planning Applications UPT/16887/1 & UPT/20480 have both been approved by the Vale.

Neighbourhood Action Group

PCSOs Gardiner and Clarke joined the meeting to address any issues we wished to raise. They said that they have an engagement plan which involves door to door visiting. They reported that the SID machine is now fully operational. PCSO Gardiner emphasised that we should not hesitate to call the non-emergency number in the event of any problem occurring in the village.

7. Model code of conduct

Proposal 1 by Miss Drew. That our acceptance of the Model Code of Conduct agreed at our meeting in September 2007 included Para 12(2) and that if the proposal is accepted at our meeting the clerk should write to the District Council to clarify the situation.

The clerk confirmed that following the PC meeting in September 2007 our standing orders were updated to include Para 12(2), however in her email to the Vale she failed to say that in adopting the Model Code of Conduct Para 12(2) had been included. Mr Norman seconded the proposal and it was agreed unanimously. Clerk to confirm to the Vale. Clerk

8. County Councillor’s Report: In Mr Lamont’s absence there was no report.

9. District Councillor’s Report

Mr Farrell spoke about 2 additional burdens being placed on the District Council by the Government, ie the responsibility for stray dogs, and also a responsibility for food safety. These additional responsibilities provide the Vale with the problem of balancing resources against funds.

Mr Farrell said he will enquire whether we can get some help with sweeping leaves in the autumn. RF

10. Future Meeting dates

Miss Drew proposed that as from and including July 2008, Parish Council meetings shall be held on the 4^th Wednesday of every odd number month. Seconded by Mrs Seelig, all in favour. Clerk to issue a list of meeting dates.

11.Villagers’ Open Forum – in the absence of villagers there was no discussion

12. Parish Transport Representatives Report. The clerk reported that the new bus timetable had now been published. She said Mr & Mrs Gardiner were to be congratulated on their efforts in maintaining the bus service. (Clerk’s note: I have since learned from Mr & Mrs Gardiner that the bus users are most unhappy at the 9.00 a.m. service being taken off. This provided a vital link for trains to Oxford.)

Oxfordshire County Council is asking for comments on the Bus Strategy document.

13. Reports from Councillors’ on areas of responsibility:

i) Roads and Footpaths:

Improvements to Footpath to Blewbury: negotiations with landlords – ongoing. Mr Norman reported that Blewbury PC is keen to follow up Mr Kauntz’s idea of providing a cycle path alongside the A417.

ii) Recreation Ground: the recreation ground has been rolled and the fence repaired. Mowing is proceeding with volunteer labour. The delivery of the self-propelled mower is imminent.

iii) Village Hall: Mr Brown had attended a funding meeting with UVHAT and reported, in writing, to the meeting that the cheapest quote for the hall extension, to include the car park and folding doors, is £114k. The intention is to apply to The WREN Community Challenge for a grant of £82,000. A third party funder, probably the Parish Council, will be required to cover 11% of WREN’s total costs, ie £9k in order for this application to be considered. After discussion, the meeting agreed to this in principle.

iv) Planning: a letter had been received from the Vale asking for comments on the proposal to reduce the crown by 20% on a chestnut and sycamore tree at Corderoys, which is in a conservation area. Miss Drew will talk to the Vale to find out exactly what this entails. BD

v) Young Parishioners: nothing further to report

vi) Communications and other Amenities: in a written note, Mr Brown suggested that since Upton News is now more lengthy, the Parish Council should discuss increased printing costs with the Churn Benefice if it approved of the increase in size. The PC was in agreement with paying an appropriate rate. The point was made that if Upton News becomes too lengthy perhaps it is less likely to be read.

vii) NAG: Mr Dickens will be attending a NAG meeting on Wednesday 14^th May. JD

viii) UKAEA Stakeholders Committee: No report.

ix) Playground Management Committee: safety mats are due for delivery on 6^th June. A working party will be required to lay them. MB

Mrs Seelig said that she did not think it possible to buy a suitable piece of play equipment with the money available. Mr Dickens agreed to join the Playground Management Committee. An additional member of this committee is still needed.

x) Energy Saving Initiative: nothing further to report.

14. Lead Roles 2008/9

The Parish Council discussed a re-alignment of areas requiring lead roles. The following areas were suggested:

Roads and Footpaths – to deal with issues arising

Recreation Ground including Playground – to deal with improvements

Youth – to coordinate activities and to gather new ideas

Communications and Amenities – to produce Upton News, liaise with web manager and to coordinate the maintenance of village amenities

Energy Saving Initiative – to initiate new energy saving projects.

There are also several smaller tasks that are to be allocated

Village Hall – to serve on the UVHAT committee.

NAG – to attend the NAG committee

UKAEA – to liaise with Harwell Site

Finance – to be first port of call for Clerk on financial matters

Transport – to liaise with Mr & Mrs Gardiner

Village Workforce – to mobilize the workforce when required.

It was agreed to allocate tasks when our new councillor is present.

15. Village of Year 2008. After discussion it was agreed that Miss Drew will ask Mr de Wilde if he would take the lead in pulling together a proposal. BD

16. Finance

i) Invoices for payment

Clerk’s salary – April & May – £304

Oxford Association of Local Councils – subscription – £107.11(net)

Vale of White Horse –dog bin emptying – £46.21 (paid)

M. Brown – reimbursement for mowing costs – £71.99 (paid)

Clerk – refreshments for annual meeting £14.68 (paid)

*Wicksteed – safety mats – £630 (net) – delivery due 6/6/08

Allianz Insurance – £337.53

ORCC Subscription – £20

M Brown – fuel for tractor – £40

Payment of these invoices was agreed, with the exception of Wicksteed. Mr Norman thought it was unusual for payment to be requested in advance of goods being supplied. (Clerk’s note – Wicksteed confirm that the invoice had been raised in error, payment is not due until end of June.)

iii) Financial transactions since last meeting

Bank interest – March £33.17, April £34.30

These credits were noted.

iii) Audit Plan Mr Brian Simpson presented his Audit Plan (copy attached to these minutes) for consideration. The Chairman proposed “That the Council accepts the Audit Plan drafted by our internal auditor, Mr Brian Simpson”, this was seconded by Mr Norman. The Clerk thanked Mr Simpson for his invaluable advice and help with the year end accounts on behalf of the Parish Council.

iv) Risk Assessment:

The Risk Assessment had been revised by the Chairman and Vice Chairman to take particular account of the new arrangements for grass cutting. Miss Drew proposed that the revised Risk Assessment (dated May 2008), having been circulated before the meeting, should be adopted, seconded by Mrs Seelig, all in favour.

v) Adoption of Accounts:

Copies of the statement of accounts were distributed and discussed. It was proposed by Mr S Norman that the accounts be accepted, seconded by Mr J Dickens, all in favour.

vi) Annual Governance Statement:

Copy of the Annual Governance Statement, having been distributed prior to the meeting, was discussed.

Miss B Drew proposed that the Annual Governance Statement be signed, seconded by Mr J Dickens, the Council unanimously agreed that the Annual Governance Statement be signed by the Chairman.

vii) Charitable Donations:

Requests had been received from FWAG, Oxfordshire Children’s Information Service and Home Start (Southern Oxfordshire). It was agreed that these requests be dealt with in March 2009 along with any other requests which may arise.

viii) Clerk’s Salary.

Proposal 3 by Chairman, “That the salary of our Parish Clerk should be increased in accordance with the terms of her contract such that she is paid on the pay scale LCI17 as from 1^st April 2008.” This was seconded by Mr J Dickens and unanimously agreed.

17. Correspondence recently received

i) Vale of White Horse – Your Vale Your Future. Miss Drew will attend the meeting at Faringdon on 22^nd May. This event will discuss the draft Vale Sustainable Community Strategy. BD

ii) Thames Water’s draft Water Resources Management Plan. Visit website on www.thameswaterconsult.co.uk

iii)Letter from Richard Owen, Traditional Mole Catcher.

The above correspondence was noted.

Date of Next Meeting:

The next Parish Council Meeting will be held on Wednesday 23^rd July 2008 at 8.00 p.m.

There being no further business the Chairman closed the meeting at 10.35 p.m.

Clare Lightfoot, Clerk

Tel: 01235 850486

18 May 2008