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

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