UPTON PARISH COUNCIL

 

Minutes of the extraordinary meeting of Upton Parish Council held in the meeting room at Upton village hall on Wednesday 29^th November 2023 at 7pm.

 

In attendance:-             Chairman                    Ben Shaw (BS)

Vice Chairman            Neil Thorp (NT)

Councillors                 David Beckles (DB), Graham de Wilde (GW),

Brendan Heneghan (BH), Nicola Hall (NH)

Clerk                           Lisa Morgan (LM)

 

1. To receive apologies for absence

         None.

 

2. To record any declarations of interests relating to this meeting

         None.

 

3. To hear any updates on the maintenance of the recreation ground

3.1 Car park improvement options (GW)

Extending the car park has been put on hold until the village survey has been completed.

Bollards will be installed to prevent cars driving onto the grass.

3.2 Any other updates on the recreation ground

Following a discussion with Scofell, BH concluded that the previous quote from Scofel would not

solve the problem of removing the roots and stumps from the side of the pump track.

              GW has obtained a quote from Didcot Plant Hire for a digger and a dumper truck for a week but in

view of Health & Safety, it was agreed that GW was not trained or insured to carry out work.

BH will go back to Scofell for a quote to dig out and remove roots. BH will also obtain another quote

              for the work to be carried before a decision is made.           

              All agreed that the work needs to be carried out over the winter and ideally to use a contractor.

 

The Girl’s football team will no longer be training at the recreation ground. LM will write to the club to

ask that they remove their equipment from the garage and return the garage key to us.

 

BH suggested drawing up an agreement, in future, for societies wanting to use the recreation ground.

It was agreed to set up a working group to discuss revenue opportunities for the use of the ground.

BH & NH will head up.

 

4. To hear an update on Speed Watch Activities (BH)

            BH confirmed that the signs are up but nothing else to report. BH will offer volunteers to carry out

speed checks.

 

5. To hear an update on Risk Management (NT)

5.1 Updating of the Risk Management document

Unanimously agreed to amend document as per NT’s amendment. BH thanked NT for his hard work

on the updating of the document.

5.2 Compliance, GDPR & any other risk management updates

None.

 

 

 

6. To hear an update on the production & issue of Upton News (NT)

Agree content for next edition of Upton News

It was agreed that a note would be put in thanking Jessie West for delivering the new bus timetable.

A thank you to Uptonogood and an update on the budget for 2024.

All agreed.

 

7. To hear an update on IT

Discuss documentation update for the website

A report was received from P McLaughlin detailing that the website will require an update in the next

3 to 6 months.

Work is also required on the Village Calendar.

LM will ask P McLaughlin to obtain a quote for the updates and maintenance work.

 

8. To set the date(s) and venue(s) of future full council meetings

8.1 To agree the list of meeting dates for 2024. New date needed for APM

APM requested for 1^st May 2024. Waiting confirmation of booking from UVHAT

8.2 The next full council meeting will be held on Wednesday 17^th January 2024 at 8.00pm in the meeting

room in the village hall.

 

 

Meeting finished at 8.50pm.

UPTON PARISH COUNCIL

 

Minutes of the meeting of the Parish Council held in the main hall at Upton village hall on Wednesday 22^nd November 2023 at 8pm.

 

In attendance:-       Chairman                              Ben Shaw (BS)

Vice Chairman                     Neil Thorp (NT)

Councillors                           David Beckles DB), Graham de Wilde (GW),

Brendon Heneghan (BH), Nicola Hall (NH)

Clerk                                      Lisa Morgan (LM)

District Councillors            Debra Dewhurst (DD), Hayleigh Gascoigne (HG)

 

 

 

1. To receive apologies for absence

         None.

 

2. To record any declarations of interests relating to this meeting

         BS- Organised Grime.

 

3. To receive the County Councillor’s report

         Update on Calvert maintenance and flooding in Prospect Road/Stream Road

         Report received in advance of the meeting and sent to Council.

County Councillor did not attend the meeting so LM will write to her and request update on flooding in

Prospect Road/Stream Road.

 

4. To receive District Councillor’s report

         Report received in advance of meeting and sent to Council.

DD explained that she was upset that her email correspondence with BH regarding medical facilities and

planning was published in the Upton News without prior consultation with her.  BH outlined that he felt

Upton parishioners would like to know the situation with the progress of the medical facilities due to be

built following all of the development on Great Western and Valley Park.

NH proposed District Councillors are notified before their emails are published. Council voted against

this. BH had published his email as an individual Councillor and not on behalf of UPC. It was agreed to have a further discussion with DD & HG outside of the meeting to find a resolution.

DD & HG explained that the money is ring fenced for the medical centre but it is waiting for the ICB to

request the money to start the plan for the medical centre.

UPC expressed concern that there is still no timeline for the health centre being built and opened.

BH asked for a meeting to be arranged with the Cabinet Member for Health and Finance to discuss the

future plan for health in this area and further infrastructure.

DD & HG agreed to set up a meeting with relevant head of Councils to hear plan of medical centre and at

what stage it is at.

District Councillors and Parish Councillors agreed to continue to work together to try and resolve this

major issue.

 

 

5. 5. Open Forum

To receive representations from members of the public if present.

(Maximum 15 minutes, 3 minutes per person)

        No members of the public present but an email request was received to print 175 copies of the new bus

timetable to be delivered in the village.

Council agreed for LM to print copies and pass for delivering.

 

6. To hear an update from the PCC

        The following report was received:-

 

Remembrance

 

The annual service of remembrance was on 12^th November with a good attendance from the village. We were pleased that a wreath was laid on behalf of the Parish Council.

 

WC and kitchen installation

 

The builders have been making very good progress and we are currently expecting the works to be completed on schedule and within budget by early December.

 

We have been fortunate in that there have been no delays or extra expense brought about by matters which were uncertain at the start of the works – primarily what might be found in the ground when excavations began. No graves were encountered, though the foundations of what appears to have been a small extension to the western end of the church were discovered. A report from the archaeologist is awaited, which will be made available to those interested in village history.

 

We are planning an official opening event on Saturday, 20 January. Full details will follow in due course.

 

Now the new facilities are close to completion we are working on plans to make the nave of the church more adaptable for a variety of uses by villagers and organisations.

 

Christmas

 

Malcolm Wright is producing a play-reading of ‘The Girl who Saved Christmas’ in the village hall on Saturday, 9^th December. Proceeds will go towards the Friends of St Mary’s funds.

 

There will be regular services on 3^rd and 10^th December and a crib service for children and families on Christmas Eve at 4:00pm. On Christmas Day the service will be at 9:15am.

 

 

        Outcome of Village Fete

 

BS confirmed that the fete committee has agreed to donate £1000.00 to the Parish Council to be put

towards the maintenance of the play equipment at the recreation ground.

 

 

 

7. To hear an update from a UVHAT representative on village hall operations

        Soakaway proposal for Village Hall

Council unanimously agreed to soakaway proposal from UVHAT. LM to write to UVHAT confirming that

spoil should be removed from site and ground made good after soakaway dug in. Request for ground to

be monitored for 3 years after work completed.

 

BS confirmed that quotes are being sought for the toilet repair.

Nothing else reported.

 

8. To hear an update from the Nature Garden representative

       The following short report was received from Kieron Humphrey:-

 

There has been periodic maintenance – clearing grass, nettles, etc.

There have been a few late blooms, but largely everything has quietened down. After leaf drop we’ll prune

the fruit and hedges.

 

NH informed council that Kieron & Rob would like to build a natural Christmas tree structure, from cut

down willow, and place it in the nature garden. They will put solar lights on it.

All of council were in favour of this suggestion. NH will liase with Kieron to ensure structure is safe and

secure.

 

9. To approve the minutes of the Parish Council meetings held on:-

UPC Meeting 6th September 2023

Personnel Committee Meeting 25^th October 2023

Finance Committee Meeting 25^th October 2023

Note: – Any changes to the minutes need to be agreed by a vote.

Council unanimously approved the minutes were a true record.

 

10.  Planning

10.1 To agree / ratify the council’s response to the following consultations

10.1.1 P23/V1921/FUL Horse & Harrow, West Hagbourne

Change of use of public house to 3 & 4 bed dwellings etc.

Deadline 04.10.23

UPC did not return an opinion as had previously returned no objections

 

10.2   To note planning permissions/withdrawals received since last meeting

10.2.1 P23/V1636/S73 Land between Upton footpath & Upton byway off Hollow Way

Variation to P22/V2219/FUL planning permission received 09.09.23

10.2.2 P23/V1306/HH Upton Manor, High St, Upton

Internal & external remodelling.

Planning permission received 03.10.23

10.2.3 P23/V1540/S73 Skippets Stables, Mobile Home, Dene Hollow, Chilton

Planning permission received 20.09.23

10.2.4 P23/V1520/HH Wychwood, Newmans Close, Upton

Front & rear dormer windows & extension

Planning permission received 25.10.23

 

11. Finance & Administration (LM)

11.1 To receive an update UPC Finances

11.1.1 Treasurers Account to 31.10.23 £20,707.02

Business Bank Instant Account to 31.10.23 £13,165.68

Total funds available as at 31.10.23 £33,872.70

11.1.2 Council to note National Salary Award has been concluded & will apply to Clerk’s & Dep Clark’s

Salary from November 2023, back dated to April 2023.

 

 

11.2 To agree the authoriser for this month’s payments.

BS confirmed that Lloyds has set LM up incorrectly on the account allowing her to set up a

payment and also be one of the authorisers of the payment. The November Scofell Invoice and the

expenses payment to G De Wilde have gone through this way.  All Council agreed to pay these two

payments and have noted that they were authorised by the Clerk through no fault of her own.

The set up of LM will be amended with Lloyds Bank.

 

11.3 To approve payments to be made noted below under the General Power of Competence and within

budgeted amounts

 

DATE	Description /Payee	Amount
28.09.23/ 28.10.23	Clerk & Deputy Clerk’s salary Oct*/Nov	Not publicly disclosed
28.09.23/ 28.10.23	HMRC PAYE Oct 116.00* Nov TBC	£116.00
28.10.23 / 28.11.23	Microsoft subscription @£4.90pm	£9.80
06.10.23	Scofell grounds maintenance Sept @ £618pm*	£618.00
12.10.23	Amazon (Paper for Clerk)	£22.73
18.10.23	RoSPA play area annual inspection	£302.40
18.10.23	Amazon (Scanner for Clerk)	£132.00
15.11.23	Scofell grounds maintenance Oct @618pm	£618.00
15.11.23	Graham De Wilde expenses	£61.84
Total		£1880.77

* All paid to be ratified

Receipts	Description	Amount
Lloyds Bank	Interest Sept 2023	£12.28
Lloyds Bank	Interest Oct 2023	£12.11
Total		£24.39

 

11.4 To sign off bank reconciliation to end October.

Provided in advance of the meeting & BS signed at meeting

11.5 Council to agree/ratify the following recommendations made by the Finance Committee at the

meeting held on 25^th October:-

11.5.1 To ratify ToR for Finance Committee

It was agreed to amend the VAT return to annually rather than quarterly.

Unanimously agreed.

11.5.2 Council priorities to the end of the financial year:-

i. New surround for play area

Unanimously agreed. Quotes being obtained for a plastic surround.

ii. Install bollards to recreation ground car park.

5 to 1 in favour installing bollards with a chain to stop cars parking on grass. A key to

access the ground will be given to hirers of the hall if needed and for maintenance of

recreation ground.

iii. One off maintenance work for tidying recreation ground and footpaths.

BS proposed using Scofell to carry out work to remove tree stumps and rubble from side of

Recreation ground. 5 in favour I abstained. Council agreed to BH speaking with Scofell before

going ahead with quote.

BH will speak to Scofell to clarify what they intend to clear and how they will remove stumps.

 

 

11.5.3 Council priorities for the next financial year:-

i. Car park extension

ii. Recreation ground fence

These two priorities were from a previous plan and BS proposed putting these on hold until new village

survey has been completed.

Unanimously agreed.

 

11.5.4 Donations

i. Committee proposed donating £100 to Royal British Legion (BS)

Unanimously agreed.

ii. Request for donation from Home-Start has also been received since meeting

It was felt that UPC could not fund a donation this year. LM will write to Home-Start.

iii. Donation received from Uptonogood

UPC grateful for donation from Uptonogood

11.5.5 Committee ratified UPC Overtime Policy

Unanimously agreed.

11.5.6 Committee agreed the following:-

i. That the Council’s assets & liabilities are sound.

Unanimously agreed.

ii. That the Council’s Risk Management Policy is to be amended as per NT’s previous

recommendations and the format of the document is changed.

Unanimously agreed.

iii.  The Council’s insurance is adequate.

Unanimously agreed.

 

11.6 Following the issue of the draft budget to whole Council, Council to agree to proposed budget &

the proposed precept for 23/34 of £26112.00. This is an increase of 2% from £25k

Council agreed to minor amendments to the wording of the budget and to adding £500 for a

Christmas fund. Including the proposed increase of 2%, there will be a shortfall in the budget of

£3K. Rather than increase the precept further, it was agreed to use funds in the bank account to

meet this shortfall.

BS proposed 2% increase in precept. NT seconded. 4 councillors in favour, 2 against.

Parish Council will balance the shortfall from the Budget with existing funds in bank account.

This was unanimously agreed.

 

11.7 To hear / agree on any other financial or administration updates

11.7.1 To agree for LM to apply for a Debit Card

Unanimously agreed for LM to apply for a Debit Card.

 

11.8 Council to agree/ratify the following recommendations made by the personnel Committee at

the meeting held on 25^th October:-

11.8.1 To ratify confirmation of LM as new Clerk

Unanimously agreed.

11.8.2 To ratify ToR for Personnel Committee

BS proposed amending ToR as per NT’s recommendation.  Unanimously agreed.

LM will amend.

11.9 To hear/agree questions for the Village Questionnaire

BH & NH agreed to draft questions for the Village Questionnaire and will put forward to the

Council for agreement.

             

12. To hear any updates on any aspect of the recreation ground play areas

12.1 Annual RoSPA inspection October 2023

Inspection completed and swings have been repaired as per inspection. Two minor repairs

have been advised. LM contacting ARD for quote

12.2 Adventure play area

12.2.1 Replacement of surround

Awaiting quote.

12.3 Toddler play area

12.4 Pump track

12.4.1 Stinging nettles at back of pump track

Stinging nettles have now been cut back and further work will be carried out over the winter to

remove roots.

 

13. To hear any updates on the maintenance of the recreation ground

       13.1 Maintenance activity (all Council members)

13.1.1 Update on the work carried out by Scofell

Work completed by Scofell and all looks neat and tidy.

13.1.2 Update of Blewbury Girls football team & portaloo

Since the meeting, confirmation has been received that the portaloo will be removed

and the girl’s football team will no longer use the recreation ground.

UPC agreed that if a solution can be found for a toilet and parking facility in the

future, further discussions will be arranged with the football team.

 

Meeting ended at 11.40pm

A further meeting will be held to complete the agenda.

 

Minutes of the Parish Council’s Finance Committee meeting held in the meeting room at the

Village hall on Wednesday 25^th October 2023 at 7.30pm.

In attendance:-

Councillors   Ben Shaw (BS)

Neil Thorp (NT)

David Beckles (DB)

Clerk               Liz Cooper (EC)

Dep Clerk      Lisa Morgan (LM)

 

1. To note any apologies for absence

Apologies received from Brendon Heneghan (BH)

DB attended the meeting in place of BH.

2. To elect a Chairman of the Finance Committee

BS was elected Chairman of this meeting.

3. To hear any Declarations of Interest

BS declared an interest with Organised Grime.

4. To review the of Terms of Reference

Any changes to be agreed by resolution of the Council.

The committee unanimously agreed to amend item 5.14 of the ToR to ensure that VAT is

reclaimed, at least, annually rather than quarterly, given the small amount of VAT to be

reclaimed. The date of the ToR will also be updated.

5. To review the estimates of receipts and payments for 2023/2024

5.1 Receipts to date & to end of financial year

The Committee agreed it had no other expected income other than a small amount of

bank interest & the VAT reclaim for the year.

5.1.1 Football pitch rent from Blewbury Girls Football

It was discussed at a meeting with Blewbury Girls Football club that the club would

be prepared to make a donation towards the upkeep of the recreation ground.

The Committee agreed to advise the club of the cost of the grass cutting contract

and await Blewbury Girl’s donation offer.  LM will write to the club.

5.2 Payments to date & to end of financial year

EC explained that Scofell & Organised Grime invoices were late being received so are not

yet showing on payments.  This will all balance out by year end.

John Deere Mower Service invoice will also be received shortly.

5.3 Priorities / changes to the end of the financial year.

Salaries will change with the Clerk leaving on 31^st October 2023.

A consultancy fee to be agreed with the outgoing Clerk to train the new Clerk (Dep Clerk)

EC will propose hourly rate to be agreed by council.

6. To establish estimates of receipts and payments for 2024/2025

6.1 Potential income

The Committee acknowledged the precept as the only income the Council could rely on.

Other income is a small amount of bank interest & potential donations from

Uptonogood & Blewbury Girls Football team.

6.2 Priority tasks / projects

Woodchippings need to be topped up next April on play area.

Propose to install bollards and a chain link fence at entrance of recreation ground to stop

cars driving on the grass.

6.2 Employee(s)

Training for new Clerk

6.3 Regular contractors

Propose keeping existing contractors to maintain the grounds and play area

RoSPA & Organised Grime.

7. To review all banking standing orders & direct debits

7.1 SOs – Microsoft

Agreed to continue

7.2 Council to consider the reintroduction of employees salary by SO, together with monthly

payment to HMRC.

It was agreed not to set up SO for salary. LM will email BS with payslip and BS will set up

payment and send to NT for authorising.

7.2 DDs – The Council does not have any direct debits

Confirmed no Direct debits.

8. To review other obligations

8.1 Outgoing grants:

The Council has no regular outgoing grants, but has contributed to the Upton Summer

Fete, Citizens Advice & Royal British Legion in the past.

Propose contributing up to £500 to Upton Fete & continue possible grants to Citizens

Advice and Royal British Legion.

8.2 Contractors

8.2.1 Scofell –    grounds maintenance contract

Propose getting updated quote for grounds maintenance for the coming

year together with quotes for one off jobs.

8.2.2 RoSPA –    annual & quarterly play area inspections

Propose continuing with contract.

8.2.3 Organised Collection & recycling of waste from recreation ground.

Grime –      Propose seeking new quotes in addition to quotes from Organised

Grime.

All of the above to be put to full council to agree in November UPC meeting

9. To review the employee(s) salary & hours

• NALC pay award for 23/24 yet to be agreed.
• No details yet received.
• OALC recommend budget increase of min 5% (NJC spine + c4%)
• 10% uplift proposed to cover salary increases.
• Current employee hours per month
• Agreed to continue with current 5 hours per month for LM but will review early next year
• when monthly meetings begin.
• Overtime policy review
• Agreed with current overtime policy of 8 hours without prior approval.

 

10. To review & agree the level of reserves needed for the next financial year.

Propose moving Nature Garden money into reserve account.

Agreed to increase levels of reserves for next financial year.

11. Capital projects.

To establish reserves available for capital projects and to agree the budget for capital projects.

Propose using any remaining budget from this year to install bollards to the recreation ground carpark. Approx £10k estimated.

11.1 New projects

No new projects

11.2 Remedial works

New surround required for play area and refill of wood chippings. Approx £4k for surround &

£3k for wood chippings

12. Precept for 2024/2025.

To agree the precept for the next financial year for recommendation to the full Parish Council.

The Committee agreed to recommend increasing the precept to £26112.00.  This will be put to full council in the November meeting.

13. To review & agree any amendments to the Council’s Financial Regulations

Last updated July 2023s

Any changes to be agreed by resolution of the Council.

None

14. To review physical assets and liability

No changes required.

15. To review the adequacy of the Risk Management Policy

NT changing the format of the Risk Management Policy but no changes to the actual policy other than NT’s previous recommendations.

16. To review the adequacy of Council Insurance cover

Agreed Council Insurance cover is adequate.

17. Date of next meeting:- Thursday 24^th October 2024 7.30pm TBC

Next meeting confirmed Thursday 24^th October 2024 7.30pm.

Meeting closed at 10.15pm

 

Minutes of the Parish Council’s Personnel Committee held in the meeting room of the village hall on Wednesday 25^th October 2023 at 7pm.

In attendance:

Councillors      Ben Shaw (BS)

Neil Thorp (NT)

David Beckles (DB)

Clerk                 Liz Cooper (EC)

Deputy Clerk   Lisa Morgan (LM)

 

1. To receive apologies for absence

      Apologies received from Brendon Heneghan (BH)

DB attended the meeting in place of BH.         

2. To note any declarations of interest related to items on this agenda

       None

3. To agree the Terms of Reference (ToR) for the UPC Personnel Committee

       A draft document was prepared by EC.  BS will check draft and circulate the ToR  to all council to be

ratified at next UPC meeting in November.

The Chair asked EC to leave the meeting while terms of LM’s contract were discussed.

4. To confirm all terms & conditions relating to the Deputy Clerk & her transition to Clerk

      4.1 Confirmation of the completion of the Deputy Clerk’s probation period

The completion of the Deputy Clerk’s probation period was confirmed on 4^th October 2023

4.2 Confirmation of the Deputy Clerk’s appointment as Clerk with effect from 1^st November 2023

LM has accepted the post of Clerk with effect from 1^st November 2023.  This will be ratified at

November Parish Council meeting.

4.3 Confirmation of the new Clerk’s starting pay rate of SCP13 as of 1st November

It was agreed that LM’s starting pay rate will move up by two increments with effect from 1^st

November to SCP15. One increment for taking on more responsibility and one for completing ILCA.

4.4 Confirmation of the new Clerk’s training schedule & how attainment of qualifications will affect pay

LM will begin working to complete FILCA and then CILCA on attainment of these qualifications LM’s

pay rate will move up a scale with each.

4.5 Chair to confirm when confirmation letter will be sent to new Clerk

Confirmation letter has been sent to LM and the appointment will be ratified at November UPC

Meeting.

4.6 Chair to confirm when contract terms will be updated accordingly

BS confirmed that the contract terms will be updated as at 1^st November.  This will be ratified at

November UPC meeting.

4.7 To confirm the approximate date of the new Clerk’s first appraisal (anniversary of completion of

probation)

LM will have 6 monthly appraisals.  Next appraisal will be due 1^st May 2024 

EC returned to the meeting and the Chair asked LM to leave the meeting while discussion took place

regarding EC staffing matters

5. Staffing Matters

        Staffing matters agreed unanimously. 

           LM returned to meeting.

6. To hear the date of the next meeting

     The next Personnel Committee meeting will be for the appraisal of the new Clerk or as necessary should

other matters arise.

Meeting closed at 7.30pm

 UPTON PARISH COUNCIL

 

Minutes of the meeting of Upton Parish Council held in the main hall at Upton village hall on Wednesday 6^th September 2023 at 8.00pm.

In attendance:-

Chairman                       Ben Shaw (BS)

Vice Chairman              Neil Thorp (NT)

Councillors                    David Beckles (DB), Graham de Wilde (GW),

Clerk                               Liz Cooper (EC)

Deputy Clerk                 Lisa Morgan (LM)

District Councillors      Debra Dewhurst (DD), Hayleigh Gascoigne (HG)

 

1. To receive apologies for absence

         County Councillor S Povolotsky, Parish Councillors N Hall & B Heneghan         

 

2. To record any declarations of interests relating to this meeting

None.  

 

Clerk’s note:- At this point in the meeting, the Chair handed over to the vice-chair to make the following announcement:-

After 7 years in the role of Clerk & Responsible Financial Officer, Liz Cooper has resigned. Her last day will be 31^st October. On behalf of the Council, the Chair thanked Liz for her continued dedication to her role throughout this time.

 

3. To receive the County Councillor’s report

No report received prior to the meeting. A verbal update was given by SP to the Clerk. Progress is being

made on 20mph signage through the village. NT stated that he thought 20mph through the village was

pointless as there was no through road. He felt attention should be focused on reducing the speed

through the village on the A417. BS asked the District Councillors to feedback to the County Councillor SP.

 

4. To receive District Councillor’s report

        Received in advance of the meeting & forwarded to the Council.

In addition, HG reported that the County Council leader had rejected the plan for HIF1, on which District

Council infrastructure plans have been made. There is a hearing on 5th December where the County

Council leader is expected to further report back. Further details can be found here:-

www.whitehorsedc.gov.uk/vale-of-white-horse-district-council/didcot-transport-infrastructure-is-vital-for-the-vale/

        HG & DD to keep the Council informed.

 

5. 5. Open Forum

To receive representations from members of the public if present.

        No members of the public were present.

 

6. To hear an update from the PCC

       Report received & circulated in advance of the meeting. Details as follows:-

       There are two matters to report to the September parish council meeting:

 

1. Upton village fete, which took place on 2^nd September, was a great success. The weather was fine, people had fun and the gross takings, in excess of £3,900, were well in excess of those in recent years. We are in the process of settling costs and expenses so the final result is not yet available, but we are hopeful that more than £3,000 will be available for sharing between the church and the fund to refurbish the playground. We are planning a final meeting of the fete committee and key stallholders to assess the things that went well and to consider areas for improvement for next time. Many thanks are due to Upton Parish Council for their support and for the donation of £100 towards the costs of the barbeque.
2. Vestry improvement project. Nearly everything is in place – the contractor, all permissions, money etc., but the one outstanding matter is approval by the VOWH forestry officer of the proposed measures to protect the yews in the churchyard during the works, which has been awaited since early June. We are not able to begin the work until approval is received.

The architect did not expect this to delay the original proposed start date of 31 July but we were then informed that a response could take 8 weeks. We contacted our district councillors who took action very quickly but a response was nevertheless only received today (2 September).

Rather than approving the proposals, the forestry officer has requested an amended arboricultural report to cover further details and clarifications. We will respond to this quickly but there is no indication as to the timescale of the forestry officer’s response.

We will liaise with the parish council on this matter and would be very pleased if there is anything the council can do to speed a decision.

 

Paul Batho and Jessie West, Churchwardens, 4 September 2023

 

7. To hear an update from a UVHAT representative on village hall operations

An update was sent by Rob Traynor to the Chair prior to the meeting & is as follows:-

All the guttering has been serviced and replaced where necessary. The downpipes have been tidied up and finished with cement. The water butt has been mounted on a new concrete plinth and is now collecting rainwater.

 

The hall remains in good condition with the internal walls having had a paint touch-up. Plastic hooks have been purchased to attach to the walls to assist with hirers hanging bunting etc. Kitchen and toilets all functioning.

 

The storage area is to be looked at with the intention of improving the area.

External guttering on to the patio has been altered and now awaits a new soak-a-way.

A1Services Oxford are attending to give a quote on toilet and refurbishment.

Sand/cement mix will be purchased to fill in paving slab gaps on patio.

 

8. To hear an update from the Nature Garden representative

8.1 Report received from K Humphrey & circulated in advance of the meeting. Details as follows:-

Completed

– water butt installation completed – thanks to UVHAT for arranging and Luke James for doing a

  very skilled job. There are some slabs (supplied free) left over that we could use to make hard

  standing for the benches.

– wildflower meadow scythed and seedheads left to dry and drop

– path weeding session

 

Planned for autumn

– investigate options for bug and bird drinking puddle

– obtain more mulch (eg from Arborcare) for trees and shrubs as per overflow cemetery

– volunteer clearing/weeding

– survey hedges and apply for any free replacement hedging plants we need

 

Ideas for the overflow cemetery

Last PC meeting there was a request for ideas for what to do with the overflow. I’ve looked into a few options and would recommend creating a butterfly garden because of the site aspect, including limitations such as having no water and the dense shade and dryness caused by the trees to the west. Specifically planting for butterflies would give the space a purpose, be a low maintenance, low cost option, and appeal to villagers. It would also be easy to revert to other uses because predominantly shallow-rooted plants.

 

Initial work might be to create a design, reduce the existing grass cover either mechanically or over a longer period using yellow rattle, appeal for plant donations, eg buddleia, lavender and wildflower seed, and consider any funding sources.

 

The Parish Council discussed the details of this report & will respond in due course.

 

8.2 Overflow cemetery field

GW commented on how well kept the cemetery itself looked. GW will continue his efforts in clearing

the cemetery overflow field.

 

9. To approve the minutes of the Parish Council meetings held on:-

UPC Meeting 19th July 2023

Council unanimously approved the minutes as a true record.

 

10.  Planning (all Council)

10.1 To agree / ratify the council’s response to the following consultations

10.1.1 P23/V1636/S73 Land between Upton footpath & Upton byway off Hollow Way

Variation to P22/V2219/FUL which received planning permission on 02.02.23

Deadline 16.08.23

UPC did not return an opinion, as it had previously objected & felt no further response was

required.

 

10.1.2 P23/S2135/FUL Horse & Harrow, West Hagbourne

Change of use of public house to 3 & 4 bed dwellings etc.

Deadline 23.08.23

UPC returned no objections 29.08.23

 

10.1.3 P23/V1677/FUL – Development of Little Acorns, West Hagbourne

Demolition of nursery building & erection of 3 dwellings with access, parking & amenity

space, together with erection of new nursery building & associated works inc. provision of

nursery play area.

Deadline 02.09.23

Council agreed no objections, but with comments. Returned 07.09.23.

 

11. 11. Finance & Administration (EC)

11.1 To receive an update UPC Finances

 

11.1.1 Treasurers Account to 29.08.23 £9,931.99

Business Bank Instant Account to 29.08.23 £13,141.29

Total funds available as at 29.08.23 £23,072.38

 

11.1.2 To hear an update on UPC’s Audit Process

External Auditor conclusion report, letter & invoice received on 31.08.23. ‘AGAR in

accordance with proper practices.’

 

11.2 To agree the authoriser for this month’s payments.

Councillors N Thorp & G de Wilde

 

11.3 To approve payments to be made noted below under the General Power of Competence and within

budgeted amounts

Council unanimously approved all payments.

 

DATE	Description /Payee	Amount
28.08.22/ 28.09.23	Clerk & Deputy Clerk’s salary Aug* / Sept (TBC)	Not publicly disclosed
28.08.22/ 28.09.23	HMRC PAYE (Aug £112.40*, Sept TBC)	£77.20 +Sept23 TBC
28.08.23 / 28.09.23	Microsoft subscription @£4.50pm* (£4.90 wef Sept23)	£9.40
17.08.23	Scofell grounds maintenance July @ £618pm*	£618.00
30.08.23	Scofell grounds maintenance August @ £618pm*	£618.00
26.07.23	BH NALC Course ‘Engaging with Communities’ 27.9.23*	£39.22
30.08.23	Moore EA conclusion invoice	£252.00
Total		£1,613.82 (plus salary above)

*All paid to be ratified

Receipts	Description	Amount
Lloyds Bank	Interest August 2023	£9.71
Total		£9.71

 

11.4 To sign off bank reconciliation to end August.

Provided in advance of the meeting & signed by BS at the meeting

 

11.5 To hear / agree on any other financial or administration updates

11.5.1 Resolution to change from meeting bi-monthly to monthly from January 2024 (all Council

members)

‘Upton Parish Council resolves that it will hold its Parish Council meetings every month with

effect from January 2024. Council acknowledges that this will affect the Clerk’s workload & will

look closely at this & subsequent changes to salary at the Financial meeting in October 2023.’

Council voted all in favour of this change & the resolution was therefore carried.

 

11.5.2 Update on the UPC Annual Plan & Strategic Plan (BS)

BS stated that once the village survey was complete & results known, that the strategic plan

(Council’s 4-year plan to the next election) would be drawn up, & annual plans formed

accordingly.

 

11.5.3 Update on the UPC Organisational Chart (BS)

Following feedback from all Councillors, BS to update the organisational chart & issue to all.

 

11.5.4 Update on the Village Emergency Plan (LM)

LM stated she has responsibility for this plan & is working with I Ross who will advise & help

with its development.

Information will be sent out in Upton News to help with this, together with the village

WhatsApp group.

 

12. To hear any updates on any aspect of the recreation ground play areas (LM)

12.1 Annual RoSPA inspection due September 2023

The annual inspection will take place on 6^th October 2023. LM will meet with the inspector to discuss

all aspects of the play areas.

 

12.2 Adventure play area

12.2.1 Two quotes were received for the replacement of the play area wooden perimeter. Council

unanimously agreed to go with the lower quote, provided by Mr de Wilde. Once this work is

complete, new surface material will be ordered.

Clerk’s note:- Mr de Wilde subsequently withdrew his quote, pending investigation with NT into

recycled alternatives.

 

12.2.2 Council noted the net tunnel was in need of repair. Advice will be taken during the inspection

in October.

 

12.3 Toddler play area

Kompan provided a free repair kit for some items within the toddler play area. The repairs will be

discussed during the annual inspection.

 

12.4 Pump track

No issues were reported with the pump track.

 

13. To hear any updates on the maintenance of the recreation ground

       13.1 Maintenance activity (all Council members)

13.1.1 Update on the work carried out by Scofell

GW to speak to Scofell regarding work in the cemetery overflow field (cut/scarify/seed as

necessary).

 

13.1.2 Update on any other grounds maintenance across the village

Chilton Road verge splays on to the A417 are overgrown. NT to contact Highways.

 

13.2 Car park improvement options (GW)

This will form a part of the Council’s 4-year plan.

 

13.3 Any other updates on the recreation ground  

                BS to draw up a user agreement with the Amazons football coach.

 

14. To hear an update on Speed Watch Activities (BH)

       No update given.

 

15. To hear an update on Risk Management (NT)

15.1 Updating of the Risk Management document

NT continues to work on an updated risk management document for the Council.

 

15.2 Compliance, GDPR & any other risk management updates

None reported.

 

16. To hear an update on the production & issue of Upton News (NT)

Agree content for next edition of Upton News

NT requested Upton News content to be with him before 28^th of the month. BS to provide ‘Chair’s Chatter’

content & LM to provide Emergency Plan information.

 

17. To set the date(s) and venue(s) of future full council meetings

17.1 To agree the list of meeting dates for 2024 (provided in advance of the meeting)

BS proposed, NT seconded & all were in favour of the new list of meeting dates for 2024, following

the resolution to move to monthly meetings above.

 

17.2 The next full council meeting will be held on Wednesday 22^nd November 2023 at 8.00pm in the main

hall in the village hall.

 

The meeting finished at 9.55pm.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Appendix A – Actions from previous meetings

 

No.	Actions from September meeting	By when
1.	Clerk to draft response to KH re NG proposals	End October
2.	LM to provide Emergency Plan information to NT for next Upton News & WhatsApp group	14.09.23
3.	LM to meet with play are inspector & cover all aspects	06.10.23
4.	GW to speak to Scofell regarding work in the cemetery overflow field (cut/scarify/seed as necessary).	ASAP
5.	BS to draw up user agreement with the Amazons football coach re use of the recreation ground. Clerk to provide sample agreement (actioned).	ASAP
6.	NT to contact Highways regarding the visibility splays on the exit of Chilton Road onto the A417.	ASAP
No.	Actions from May meeting 2023	By when
1.	BS to create new ToR for the Personnel Committee	C’fwd
2.	BH & NT to review Nature Garden ToR – Clerk reissued NG ToR to BH & NT 13.09.23	C’fwd
4.	BS to update & forward to Council the Areas of Responsibility/Roles for Councillors	BS to re-issue Sept23
5.	BS / Council to look at a Working Group for the Village Survey / Village Welcome Pack / Public Engagement Policy	C’fwd
10.	BS to meet with LM to form a Committee to oversee document review & production for the web site	C’fwd
No.	Actions from previous meetings	By When
19.	All to consider IT back-up & future proof options	C’fwd