In attendance:- E Cooper (Clerk/EC), B Shaw (BS), P McLaughlin (PM), N Thorp (NT). Also in attendance K Fletcher (KF), PCSO G Kirby (GK), District Cllr S Medley . B Heneghan joined the meeting at 8.10pm.

1. To elect a Chairman

Ben Shaw was nominated, seconded & all in favour to carry on as Chairman of the Parish Council.

2. To elect a Vice Chairman

Neil Thorp was nominated, seconded & all in favour to carry on as Vice-Chairman of the Parish Council.

3. To complete Declaration of Acceptance of Office forms

BS & NT duly completed their acceptance of office forms.

4. To complete the Register of Members’ Interests forms

BS & NT confirmed no changes to their member’s interests.

5. To receive apologies for absence

          County Cllr S Povolotsky, Parish Cllr D Beckles

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

BS declared an interest in the Nature Garden as he is a neighbour. Otherwise, none declared.

7. To receive the County Councillor’s report

Received in advance of the meeting & circulated to Council.

8. To receive District Councillor’s report

Received in advance of the meeting & circulated to Council.

9. To receive a report from the PCSO

PCSO Gary Kirby attended in person. He reported no crimes of note in Upton & no ongoing issues in the village. He is still carrying out patrols in the village. BC reported that the previous anti-social behaviour in the car park & recreation ground had reduced. GK reported that further afield they continue to deal with rural crime: farm breaks & car break ins. There is now a Rural Crime Task Force in action. GK advised if there was anything to report to call 101 or go online.

10. Open Forum

To receive representations from members of the public if present.

None present.

11. To hear an update from the PCC

Paul Batho had confirmed to the Clerk there was no update following the report issued at the APM.

12. To hear an update from UVHAT representative(s) on village hall operations

          No apologies or report were received from UVHAT.

13. To hear an update from the Nature Garden representative on progress

13.1 KF asked for the following update to be included:-

The initial garden creation phase is complete save for commissioning the sign. Work commitments

of the volunteers are delaying the final copy, which will be circulated asap.

The meadow is shown and watered. The gates into the garden are completed and the fire escape

path has been realigned to improve safety. There have been regular maintenance visits during

April and May by the Nature Group members to water the new plants and shrubs, and a volunteer

day where the meadow area was prepared for seeding and the areas around the new plantings

were weeded.

A social celebration event for all the volunteers is being planned.

The five-year maintenance plan for the garden is in preparation, drawing on best practice

documents from conservation and horticultural bodies.

The nature group would like to thank the Parish Council for their support over the past year, and

look forward to next.

13.2 BS asked as an immediate neighbour of the nature garden that the compost area be moved from

the other side of his fence, due to the smell & increased level of insect affecting his property. KF

agreed to arrange this.

13.3 NT raised concerns about the large amount of cow parsley that appeared to be overtaking much of

the garden. He was particularly concerned that this would restrict the growth of other items

planted. KF to report back the Nature Garden group.

14. To approve the minutes of the Parish Council meeting held on:-

UPC 15^th March 2022

The minutes were approved as being a true representation of the meeting.

15.    Planning

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

15.1.1 P22/V0899/FUL Dulcina, Newmans Close, Upton

Erection of dwelling & sub-division of existing plot

Deadline 15.05.22

Although this deadline had been missed, Council agreed a response of ‘no objections’ should

still be submitted, along with a comment as to the siting of the condenser.

15.1.2 P22/V0802/HH Winterset, Newmans Close, Upton

Proposed replacement porch extension, first floor addition to front elevation, new dormers,

changes to windows & doors, 2 storey rear extension etc.

Deadline 28.04.22

Although this deadline had been missed, Council agreed a response of ‘no objections’ should

still be submitted.

15.1.3 P22/V0524/HH South Spring, Stream Road, Upton

Double garage

Deadline 29.03.22

UPC no objections, plus comment.

15.2 To note planning permissions received during the month

15.2.1 P22/V0105/HH Jasmine, Chilton Road, Upton

Single storey extensions & alterations.

Planning permission 15.03.22

16. Finance & Administration

16.1 To receive an update on the Audit preparations for 2021-2022.

16.2.1 To receive an update on the internal audit

EC reported that the IA continued to ask for documentation & no feedback had as yet been

received.

16.2.2 To agree the accounting statements

The accounting statements were sent to Council ahead of the meeting & all agreed that they

should be signed off. Clerk & Chair duly signed the appropriate documents.

16.2.3 To note the start of the period for the exercise of public rights

EC explained the parameters around the Notice of Public Rights & intended to issue this as

soon as the IA had completed their report.

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

EC confirmed all payments awaiting authorisation through Lloyds Bank. PM to authorise.

16.4 To approve payments to be made noted spending powers and within budgeted amounts

Council agreed to the addition of the last 9 payments listed.

16.5 To sign off bank reconciliation to date

Provided to the Chair in advance of the meeting & signed at meeting

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

Treasurers Account balance at 28.04.22 £15,405.79

Business bank instant balance at 28.04.22 £13,073.88

Total funds held as at 28.04.22 £28,479.67

16.7 To hear & consider a case for a deputy Clerk (in training) & Lengthman to be employed by the Council

16.7.1 BS explained how work levels for the Clerk had risen & the difficulty in completing the Clerk’s

tasks in less than one hour a day. Together with the shortage of trained Clerk’s, BS proposed

that a ‘Clerk in Training’ be sought by the Council who would be trained to take over from the

existing Clerk at some point in the future. Council unanimously agreed to the proposal.

BS & EC would work on a job description & advertisement.

16.7.2 BS explained how the work previously carried out be a single volunteer, largely on the

recreation ground, but also around the village, was no longer being carried out. A volunteer

mowing rota was in operation for the recreation ground. It has become clear that the level of

work required cannot be carried out by volunteers (no matter how willing) & a contractor(s)

would need to be engaged. BS proposed to the Council that a Lengthman, similar to the

person employed by Blewbury PC, should be engaged by Upton PC. Council unanimously

agreed.

BS & EC would work on a job description & advertisement.

17. To hear an update on any aspect of the recreation ground play areas

17.1 Toddler play area

Minor repairs recently completed by the play area contactor.

17.2 Adventure play area

Minor repairs recently completed by the play area contractor.

17.3 Pump track

The resurfacing of the pump track was recently completed.

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

       18.1 The volunteer mowing rota is suspended during May to support ‘no mow May’.

18.2 The new nets are due to be fitted to the goal posts. PM to organise.

18.3 Discussions have taken place regarding the use of the recreation ground for the Uptonogood?

Mountain Bike Challenge on Saturday 18^th June & a full event management plan is in place.

19. To hear and consider proposals for upgrading the car park extension & for discouraging parking on the

       recreation ground

       The Parish Council will be setting up a working group to cover all elements of parking for the village hall

& recreation ground.

20. To hear an update from PM on UPC IT

       PM confirmed that all is currently working well.

21. Risk Management

21.1 To receive an update on Compliance & GDPR

No update this month.

21.2 To receive any other updates relating to risk

An incident involving the motor mower, the gate to the recreation ground & a car is being dealt with

by the Council. This was considered to be an unfortunate incident & no further action to mitigate             risk is required.

22. To agree the content for the next council update for Upton News

Council agreed to highlight all play area actions, Council meeting updates, Bus shelter repainting & car

park working group.

23. To set the date and venue of the next full council meeting & next year’s AGM.

Full council meeting Tuesday 19^th July at 7.00pm, meeting room in the village hall

AGM (provisional) Tuesday 16^th May 2023 at 7pm, meeting room in the village hall

The meeting finished at 8.30pm.

Appendix A – Actions from previous meetings

Appendix A

County Councillor Report

Appendix B

Monday 9th May 2022 – Monthly Parish Update – Vale of White Horse District Councillors

Cllr Hayleigh Gascoigne and Cllr Sarah Medley

Hello from Hayleigh & Sarah

We hope everyone enjoyed the extended Easter weekend, and had the opportunity for some family time, time to relax or time away – however you please! And ‘Eid Mubarak’ to those who were fasting over the month of Ramadan and celebrating Eid.

The month of April was a reasonably quiet one for council meeting, but the work of the council officers carries on and we have included the latest press releases in this update as well as some more information on how the council is supporting Ukrainian refugees, and a link to the latest planning application for a parcel of homes on Valley Park (please submit your comments!).

The next full council meeting is our AGM on 18th May. Should you wish to speak at this (or any) meeting, please email democratic services democratic.services@southandvale.gov.uk by 12noon on the working day before the meeting. You can also attend meetings in person or watch the stream on YouTube – details about this are here.

Hope the month of May brings everyone some sunshine and some fun as we look forward to the Queen’s jubilee celebrations locally, and the start of summer.

Council tax rebate

All households living in properties which are in council tax bands A-D are entitled to a £150 payment. The government is providing this money, also known as the ‘council tax rebate’, to help people with the rising costs of energy bills with the payments being made by local councils. The Council can pay the money directly to someone’s bank account if they are the person responsible for paying council tax at the property. A letter will be sent to all remaining eligible households (those not on direct debit, or whose bank account can’t be matched to those liable for the council tax at the property) asking them to complete an online form to confirm their bank account details so they are able to receive the money. Anyone who is not able to complete the form online will be able to call a special customer service team for assistance.

Community Support

The Community Support Hub, originally set up by the council in 2020 in response to the pandemic, is still available for anyone in need of help: if you have COVID-19, or if you are struggling financially, or if you are just finding life difficult due to the pandemic. Whether it’s practical support or just advice, get in touch. Call: 01235 422 600 (Mon to Thurs 8.30-5pm and Fridays 8.30-4.30pm) or visit www.whitehorsedc.gov.uk/communityhub.

Financial Support Helplines

With rising energy prices and the cost of living increasing, it is a difficult time for many residents. Anyone who is struggling financially can contact Citizens Advice on 0808 278 7907, Vale Community Impact on 01235 765348 or the council’s own community support hub – details below.

We use these monthly updates to keep you updated on our activities, general council news and any COVID-19 developments. We also post regularly on our councillor Facebook Page: Cllrs Hayleigh Gascoigne & Sarah Medley Please do not hesitate to get in touch with any issues or concerns, either via Facebook message or email: hayleigh.gascoigne@whitehorsedc.gov.uk and sarah.medley@whitehorsedc.gov.uk.   Vale and South Oxfordshire councils step up to support Ukrainian refugees

The system is working and in full swing across Oxfordshire to support the government’s Homes for Ukraine scheme.

Whilst, there is still limited government guidance in some areas, all partners across the county are working together to find solutions and put guests at the heart of any action required. The accommodation and safeguarding checks are progressing well, with the backlog of home checks almost completed, and with no significant concerns raised.

The government is providing funds to provide support to families to rebuild their lives and fully integrate into communities, which the councils will be the administrators of.

The county council has continued to process school place applications and is recruiting an additional admissions officer to manage demand and avoid administrative delays.

You may have also seen that the Department for Work and Pensions has laid emergency regulations so those arriving in the UK from Ukraine, as a result of the Russian invasion, can access Universal Credit and jobs support immediately. Families can therefore claim for free school meals in the usual way under the usual eligibility criteria.

And as we approach half-term, the council are working to identify what holiday activities could be offered for children and also activities for children waiting for a school place.

For more information

General Ukraine queries: · www.oxfordshire.gov.uk/ukraine

• Oxfordshire Ukraine helpline: +44 1865 966444 / 01865 966 444 (opening hours: 8.45am – 5pm, Monday to Friday. Closed weekends and bank holidays). · Email: ukraineresponse@oxfordshire.gov.uk

For housing and community support in South and Vale: · www.southoxon.gov.uk/ukraine · www.whitehorsedc.gov.uk/ukraine

• South and Vale helpline: +44 1235 422600 / 01235 422600 (press option one). Opening hours: 8.30am-5pm Monday to Thursday, 8.30am-4.30pm Fridays, Closed weekends and bank holidays. Email: communitysupport@southandvale.gov.uk

Finally, as we work hard to support the government’s Homes for Ukraine scheme, it’s important to recognise that we are continuing to work collectively across the county to support people of all immigration status, including refugees, whatever their country of origin.

In recent years, all councils across Oxfordshire have established specific support arrangements for those from Syria and Afghanistan working together with our voluntary and community sector partners to deliver wrap-around support for those temporarily accommodated in hotels. We will all continue to support relocating refugees and work with Thames Valley Police and other agencies to identify and prevent modern slavery.

Local News

Valley Park Update The planning application for the first ‘parcel’ of 246 homes on Valley Park has now closed for consultation on the online planning portal – reference P22/V0539/RM. The decision will take at least 6 weeks as the planning officers at the Vale read all the comments submitted, and look at how the application complies to national as well as local planning policies. They may go back to the developer with changes to make, meaning the decision could take longer.

In the meantime, another planning application for a parcel of houses by Persimmon as been submitted, and can be viewed and commented on here – reference P22/V0907/RM. The deadline for a response here is 1st June. Witness the thrill of elite cycling in Oxfordshire

People will be able to witness the thrill of elite professional cycling when the Women’s Tour returns to the Vale of White Horse on Saturday 11 June.

Following successful events in 2019 and 2021, this will be the final year that The Women’s Tour will visit Oxfordshire, following a three-year partnership with race organiser SweetSpot. For 2022, the county will host the sixth and final stage of the Tour in what promises to be a spectacular finale.

On the day, you will be able to see the riders pass through Harwell and Didcot. The full timetable will be published closer to the time.

Communities across the district are being encouraged to mark the occasion – this could be as simple as lining the route to cheer the riders on, putting up bunting, flags, or cycling inspired artwork, creating a cycling themed window display or having cycling themed events. To learn more visit whitehorsedc.gov.uk/womenstour.

New cinema nights at The Beacon

New film nights will start at The Beacon from Saturday 21 May with a matinée of Encanto and an evening screening of Belfast. Later screenings include Sing 2 and West Side Story. More info here.

Cornerstone’s summer of fun

Cornerstone’s summer programme is now in full swing with a line-up of shows and activities from science extravaganzas to live blues music. With classes, workshops, and gallery exhibitions including ‘Oxfordshire Artweeks: Inspired By Nature’ from 3 May – there’s something for everyone. More here.

Climate & Environment News Councils to let wildflowers bloom during No Mow May

Wildflowers could bloom in more public areas next month after South Oxfordshire and the Vale of White Horse District Councils pledged their support for No Mow May.

The two councils already designate wildflower meadows which they only cut two to three times a year but this year they will trial leaving several additional areas of land uncut for No May Mow, a national campaign which encourages people to not mow gardens and public areas during May.

For more information about how the council carry out grass cutting visit whitehorsedc.gov.uk/NoMowMay For more information about No May May, visit the Plantlife website.

Council News Didcot Garden Town

A wide range of improvement projects and facilities in the Didcot Garden Town area will be prioritised to ensure climate change and pandemic recovery are tackled first.

The Didcot Garden Town Advisory Board discussed the actions set out in 2017’s Delivery Plan to identify the projects they thought were the most important to bring more community improvements and assist recovery for the garden town area following the pandemic. More information on the Didcot Garden Town can be found here. You can read the full minutes of the Didcot Garden Town Advisory Board meeting here. Have your say on a new technology park development in Didcot Garden Town

Residents and businesses can give their views on how greener commercial buildings can be built at a Didcot technology park.

Hill Farm, in Appleford and near to Didcot, is the site of a proposed Local Development Order (LDO), something that local planning authorities use to set out the overall design of a site. It also helps speed up the planning process for preferred types of development there, such as industrial buildings with energy efficient measures. This LDO design includes a data centre, waste management, a wood recycling organisation and a battery storage facility. The formal consultation is now open until midday 25 May 2022 via this link to the planning application page. Street naming consultation

The government is asking people to comment on proposals to alter process for changing street names. This includes replacing the current system with a single requirement for a residents’ vote on any changes to street names and some changes to regulations and statutory guidance for councils. To find out more and to have your say visit the government’s consultation

Minutes of the Annual Parish Meeting of Upton held in the Village Hall at 7pm on Wednesday 4^th May 2022, facilitated by the Parish Council.

Present:- Mr B Shaw (Chair / BS), Miss E Cooper (Clerk / EC). Also present:- District Cllr H Gascoigne (HG),               County Cllr S Povolotsky (SP) and approximately 50 Upton residents.

Reports received from various groups were made available to view from 6.45pm.

1. Welcome and opening remarks – Parish Council Chairman Ben Shaw

BS noted the number of attendees in the hall & thanked everyone for attending.

2. Apologies for absence

No apologies were received in advance of the meeting.

3. Chairman’s Report

BS covered the main points of his Parish Council Chairman’s report. He also stated that the other

reports were available to read at the back of the hall.

4. Open Forum

Questions from those present to the Parish Council or other groups represented.

A list of 9 questions were submitted by J Fidgen, with other resident nominated to speak on the

subjects.

4.1 To discuss traffic calming measures on the A417 (Di Rabetts/DiR)

DiR highlighted concerns regarding the speed of traffic through the village. County Cllr S

Povolotsky updated as follows:-

20mph in the village – Upton is in the second tranche which currently is the end of 2022,

beginning of 2023.

A417 crossing – this is scheduled for September/October of 2022.

DiR was particularly concerned about how traffic calming might be introduced at the Blewbury end

of the village.

SP added that there is a bigger picture ‘safety review’ with a push for other alternative transport

methods, as roads need to be made safer for all.

SP advised people to continue to use Fixmystreet as they have a 28 day response.

4.2 To discuss plans to erect a fence along the end of the Rec (proposed by Brian Rippon/BR)

BR expressed his opinion that a palisade fence would be completely unsuitable.

Other suggestions included a gate at that end of the field. BS stated that the other side is

private land. Also the purchase of a strip of land to enable access. This would involve major costs,

works & maintenance.

BS confirmed that previous quotes for a fence were in the region of £16k. He also confirmed the

need for a fence (the land the other side is private/Council should be legally compliant with

covenant) & that no decisions had as yet been made.

4.3 To discuss the viability of a cycle path between Upton & Blewbury (Kieron Humphrey/KH)

County Cllr S Povolotsky confirmed that work to change Coffin way from a footpath to a bridleway

started last September. This is a long process & SP hoped to have the next update in June. An

estimate for creating a ‘banded surface’ route is c£250-295k. SP stated again this is part of the

bigger decarbonisation picture.

4.4 To discuss improving verges in the village for wildlife (Kieron Humphrey/KH)

KH explained he had spoken to County Cllr S Povolotsky regarding verges at the village end

of Chilton Road, Upton, which he would like to fill with wild flowers. KH stated that wilding is a

science backed way to promote diversity. The verges are the responsibility of the county council &

he indicated that the Parish Council could take on responsibility for the verges from the County

Council. A case would need to be put forward to the Parish Council detailing how the verges would

be planted & cared for now & into the future, together with any potential costs involved,

immediately & in the future.

4.5 To discuss plans to erect a fence around the toddlers’ playpark (Guilia Rippon/GR)

GR asked about plans to place a fence around the new toddler play area. This has been

discussed by the Parish Council, but no decisions yet made due to the high costs. The fence must

meet child friendly regulations & consideration will be given to a wooden fence (cheaper to install,

but required maintenance) or a recycled plastic fence (twice as expensive as wood, but no

maintenance).

Derek Whitmell said there was a Magnox socio economic fund that may help.

Bins on the rec were also raised at this point. Replacement bins are in the budget for this year, but

consideration also needs to be given to the emptying of the bins, which is under investigation.

Placing 2 or 3 wheelie bins around the rec was suggested. A volunteer would then need to move the

bins to the gate on waste collection days.

4.6 To discuss overflow parking in the Rec (Jacqui Reid/JR)

JR acknowledged that additional parking was required for specific events, & that the level of

matting used for the overflow was not designed for the level of use. BS explained that part of the

precept increase was to make improvements to the overflow parking. This needs to be revisited by

the Council, but this may not be this year due to a lack of resource.

JR said that the village hall would be happy to contribute to ideas & solutions.

4.7 To discuss maintaining access to the Rec (Duncan Reid/DR)

DR thought the closing of the gate to the rec at night was preposterous. BS explained that ‘out of

hours/anti-social behaviour’ use of the car park was why the gate had been closed at night &

opened early in the morning. Anti-social behaviour was reported to the police & patrols had been

increased. D Whitmell said traditionally the gate was always locked at night.

A new combination lock was suggested.

4.8 To discuss the near-doubling of the precept (Jo Fidgen/JF)

JF complained that the increase of the precept had not been discussed ahead of residents receiving

their council tax bills. BS explained that everyone was welcome at Parish Council meetings.

Clerk’s note:- UPCX Meeting 7.12.21, item 5.1.1 re precept refers.

JF requested that all plans are published in all the usual places. Also requested more information in

minutes. The Clerk said that more information could be included in the minutes.

BS explained that this was a two-way street & that residents can contact Councillors outside of

meetings.

4.9 To discuss plans for the installation of CCTV in the Rec (Rob Traynor)

Mr Traynor was not present at the meeting.

B Heneghan (BH) explained that with CCTV came the problem of GDPR. BH will look in more detail

at potential funding for such systems & whether it is worth investigating.

5. BH gave an update on Speed Watch

5 volunteers are undergoing online training.

Teams of 3 are required.

Requested more volunteers to put themselves forward (please contact the Clerk).

BH is teaming up with Harwell & Blewbury who have Speed Watch up & running.

6. The Chairman again thanked all for attending & brought the meeting to a close at 9.40pm.

7. Date of the 2023 Annual Parish Meeting – Wednesday 26th April 2023

Reports received from:-

UPC Chairman

UPC Finance

County Councillor

District Councillor

Blewbury Primary School

Downland Village Transport Group

Harwell Stakeholders Group

St Mary’s Church

United Charities

Upton Nature Garden

In attendance: – Cllrs B Shaw (Chairman/BS), P McLaughlin (PM), Neil Thorp (NT), D Beckles (DB), B Heneghan (BH). Also present E Cooper (Clerk/EC), County Cllr S Povolotsky (SP), District Cllr S Medley (SM). PCC representative P Batho (PB), Nature Garden representative K Fletcher (KF)

1. To note or receive apologies for absence

None.

2. To note any declarations of interest in the items on the agenda

None.

To approve the minutes of the following meeting & note any matters arising: –

UPCX 07.12.21

Council unanimously agreed minutes to be a true record.

To hear a report from the County Councillor

Received in advance of the meeting & included at Appendix B below.

In addition SP stated that the OCC separation from Cherwell Council had begun. SP to

provide BH with scrutiny papers.

SP also gave a synopsis of the situation with the Steventon reservoir following a

request by BH. SP confirmed any go-ahead would affect surrounding infrastructure,

traffic, housing etc. Also that the reservoir was not for local consumption, but was

intended for the London area. SP confirmed that OCC was firmly behind GARD & would

provide meeting information via the Clerk.

5. To hear a report from the District Councillor

Received in advance of the meeting & included at Appendix C below.

6. To hear a report from the PCSO

Received in advance of the meeting & included at Appendix D below.

BS had also spoken to the PCSO regarding anti-social behaviour centring on the

recreation ground & car park. The PCSO agreed to increase patrols of this area.

7. To hear representations from the public

None present.

8. To hear an update from the UVHAT representative

Report received in advance of the meeting & included at Appendix E below.

9. To hear an update from the PCC representative

PB gave an update on activities in & around St Mary’s church.

Services are currently twice a month in person on the 2^nd & 4^th Sundays.

The PCC has been working on raising funds to increase the size of the vestry, with dual

access, & install a disabled toilet. The church could then be used for a wide range of

village activities/events. £38k has been raised so far, but £68k is needed (as of early

2021). Alternative grants are being looked at by the PCC & UPC will assist as far as

possible.

10. To hear an update on the Upton Nature Garden Project

10.1 Working Group report

Received in advance of the meeting & circulated to Council.

Approval was given by Council in principle for the following:-

10.1.1 Entire perennial purchase on presentation of 2 quotes from the working

group.

10.1.2 Purchase of a gate from StowAg.

10.1.3 Proceed to artwork stage of signage & provide details to Council for

approval.

10.1.4 Obtaining best prices for purchases through the opening of trade accounts

– further information will be provided by the working group.

10.2 Receipts to date £6137.91. Payments to date £3472.97.

Balance (as of 10.01.22) £2664.94.

11. To report on outstanding actions carried forward from previous meetings: –

See Appendix A below

12. To ratify or agree the council’s response to the following planning applications: –

12.1 To agree:-

P21/V3453/HH Chynoweth, Church St, Upton

Erection of new balcony above existing garage. Installation of new double doors &

internal rearrangements.

Deadline 22.01.22

Council agreed no objections to this consultation.

12.2 To note Planning Permissions received:-

P21/V3206/HH Lavender House, Fieldside, Upton

Planning permission 10.1.22.

13. To receive an update on UPC Finances and Administration

13.1 To hear an update on Lloyds Bank: –

13.1.1 As at 10.01.22 Treasurer’s Account £9009.83

As at 10.01.22 Business Bank Account £13073.44

13.1.2 Debit card application

The Clerk reported there was no further correspondence from Lloyds Bank

since December & she would pursue.

13.2 Receipts

13.2.1 Bank interest December 11p, January 10p

13.2.2 Lloyds Bank compensation £75.00 received due to their poor service.

13.2.3 £110.66 share of SLCC membership received from Blewbury Parish

Council

13.3 To sign off bank reconciliation to date

Provided in advance of the meeting. Agreed by the Chairman at the meeting. To

be signed at the next meeting.

13.4 To hear any other financial or administration updates

13.4.1 Q3 cashbook scrutiny sent to BS 10.1.22

Q3 scrutiny completed by the Chairman & no queries raised.

13.4.2 UPC Precept form returned 11.01.22

13.5 To agree the following payments & PM agreed to authorise: –

14. To hear an update on the recreation ground Play Areas

14.1 Toddler play area. No update this month.

14.2 Adventure play area. EC to speak to Kompan regarding their inspections &

remedial work. BH to provide details of equipment & materials required to repair

play area surround to BH.

14.3 Pump Track

Remedial work to the pump track scheduled for 22/23. BH & BS to discuss

remedial work required & potential solutions.

15. To hear an update on the maintenance of the recreation ground

BS to contact Kalehurst re cost of collection & repair of motor mower.

16. To hear any update on UPC IT (PM)

PM had worked on securing a back-up through CloudAlly to ensure all data used by

Clerk is regularly backed up off site.

17. To hear an update on Speed Watch & 20s Plenty for Upton (BH)

17.1 Speed Watch

The Council is aware that a crossing is scheduled to be installed across the A417

in Upton near to the George & Dragon & Chilton Road. Council therefore

questioned setting up Speed Watch activity on this road. However, Council

agreed to look at setting up a Speed Watch trial. BS to provide list of previous

volunteers for BH to contact.

BH also reported that upgrading the existing speed signs to record data would

cost in the region of £2k per sign. To discuss with BS.

17.2 20s Plenty

Cllr Povolotsky stated there is potential for speed reduction on the A417 through

20s Plenty & would provide more information when it was available.

18. To agree the council content for the next online Upton News (NT)

Council agreed that latest Nature Garden news should be included, together with

information regarding speed control mechanisms on the A417.

19. To agree the date of the next meeting

Next full council meeting Tuesday 15^th March 2022, at 7.30pm, in the village hall.

The meeting finished at 9.06pm.

Appendix A – List of Actions

Appendix B

Appendix C

Monday 10th January 2022 Monthly Parish Update Vale of White Horse District Councillors

Cllr Hayleigh Gascoigne and Cllr Sarah Medley

Hello from Hayleigh & Sarah

Happy New Year to all our residents. We hope that everyone had a restful break with family and friends, and that you are keeping healthy and safe during the recent rise of the omicron variant of COVID-19. If you haven’t had your booster vaccine yet, we encourage everyone to get their booster as soon as possible – you can book an appointment or find a walk-in centre via the NHS national booking system.

Our last full council meeting of 2021 was in December. As always, we were pleased to see motions passed on a range of issues, including retrofitting homes and opposing the proposal for the new reservoir in Steventon. However, we are particularly proud that the latest meeting took very positive steps forward in terms of addressing diversity and inclusion at the council – something that we are very passionate about.

Sarah proposed a motion – which passed – on supporting the transgender & non-binary community. Council also formally adopted a new parental leave policy for councillors. We think this is excellent news, as it goes a long way towards making the role of councillor more accessible and ultimately more representative of the community.

We use these monthly updates to keep you updated on our activities, general council news and any COVID-19 developments. We also post regularly on our councillor Facebook Page: Cllrs Hayleigh Gascoigne & Sarah Medley Please do not hesitate to get in touch with any issues or concerns, either via Facebook message or email: hayleigh.gascoigne@whitehorsedc.gov.uk and sarah.medley@whitehorsedc.gov.uk.   

COVID-19 Update

Get your booster vaccine

• Getting vaccinated and boosted remains the best thing you can do to protect yourself, your family and friends against getting seriously ill from Covid-19. You can
• There are plenty of appointments across several sites this week. Please go to the National Booking Service to book a slot or you may be able to bring your appointment forward that you had previously booked.
• If you’ve had a positive COVID-19 test, you need to wait a number of weeks before getting any dose of the vaccine. You need to wait:
  • 4 weeks (28 days) if you are aged 18 years old or over
  • 12 weeks (84 days) if you are aged 12 to 17 years old
  • 4 weeks (28 days) if you’re aged 12 to 17 years old and at high risk from COVID-19
• If you are unable to attend your vaccination appointment for any other reason, please cancel or rebook it at soon as possible so your space opens for someone else.
• Information on the walk-in clinics available in Oxfordshire are available here.

The latest COVID-19 figures are updated on the county council’s interactive dashboard on a daily basis. We continue to encourage residents to test regularly and, if you feel unwell, book a PCR test.

Funds available for local businesses

The new Hospitality and Leisure Grant announced by Government on 21 December will support the hospitality and leisure sectors that have been affected by the latest pandemic variant, Omicron. Visit our dedicated webpage for further details.

Small and medium-sized businesses will be able to claim money from the government through the Statutory Sick Pay Rebate Scheme. Find out how you can claim.

Our Winter Support Grants are now closed for applications. Check out our anticipated timeline for administration.

Community Support

Contact the Community Support Hub

A reminder to all residents that the councils’ Community Support Hub continues to operate for anyone who needs any assistance, either as a result of COVID-19 or just for anyone who needs signposting towards the appropriate support channel. There are multiple ways to get in touch with the Community Support Hub:

• Call: 01235 422 600 Monday to Thursday 8.30-5pm and Fridays 8.30-4.30pm
• Email: communitysupport@southandvale.gov.uk
• Online Form: whitehorsedc.gov.uk/communityhub
• Website whitehorsedc.gov.uk/covid19

Residents can also contact:

• Citizens Advice – 0808 278 7907
• Vale Community Impact – 01235 765348

Household Support Fund Available for anyone in need

• The government’s Household Support Fund (HSF) is now open, offering a very important lifeline for households who may struggle to afford life’s essentials over winter.
• The money will primarily be used to help pay for food, energy, and water bills for residents, but other costs can also be covered.
• The fund is open to any resident who is struggling and can’t afford basic household essentials.
• To find out about the scheme or seek help, call Citizens Advice on 0808 278 7907.
• See more information here.

Homelessness Support

If you or someone you know are homeless or at risk of becoming homeless, please click here for advice.

Domestic Abuse

Do you feel like you are walking on eggshells? Are you afraid of your partner? Are you worried about someone you know being controlled?

• Oxfordshire Domestic Abuse Service Helpline: 0800 731 0055 (Mon-Fri 10-6 Sat 10-4)
• Find help and advice at Reducing the Risk’s website org.uk

Local News

Council leaders thank vaccine clinic while urging people to get booster jab

Council leaders urged people to get their Covid booster jab as they praised the people delivering the vital vaccine at a clinic in Faringdon.

Help to make night-time safer in Abingdon and Didcot

Residents are being asked to help make areas of Abingdon and Didcot safer at night. South Oxfordshire and Vale of White Horse District Councils want to hear from anyone who has felt unsafe in either town on a night out, or when returning there after an evening out elsewhere, such as Oxford.

Climate & Environment News

Wondering what to do with your waste post-Christmas? Take a look at the Vale’s site.

If you have a garden waste collection, you can leave your Christmas tree out with that. If not, take a look at a list of our collection sites. Be sure to check the last date to leave trees.

Council News

Full Council

Vale of White Horse Full Council was held on 8^th December at the Milton Park Offices. You may catch up with the content here. The full agenda is here.
For more information on outcomes, see press releases below.

Changes to planning rules to focus more quickly on potential harm to communities

Changes to enforcing planning rules will allow two district councils to focus on cases with the most potential to cause harm to local communities much more quickly.

Leaders Statement – 8 December 2021

Cllr Emily Smith, Leader of Vale of White Horse District Council, delivered her Leaders Statement to Council at the meeting on 8 December 2021.

Councillors call on the government to support ambitious local climate action

Leader Emily Smith will write to Whitehall to urge the government to establish a programme for domestic retrofitting.

Council re-affirms commitment to support War Pensioners

The War Pension scheme was established to compensate those veterans who suffered injured or illness while serving their country, while the War Widow(er)’s Pension is for those whose spouse died while serving.

More research needed before Abingdon reservoir plans can be approved

More evidence has been demanded by Vale councillors over the need for a reservoir in Abingdon and its environmental impact.

Vale of White Horse District Council – a trans inclusive council

Vale of White Horse District Council has a commitment to being a welcoming and inclusive organisation and council members have strengthened that commitment at its December Council meeting.

New parental leave policy for councillors

Our new Parental Leave Policy sets out councillors’ entitlements to maternity, paternity, shared parental and adoption leave and relevant allowances.

The policy aims to provide a positive environment for members with family responsibilities.  It will help to ensure members are representative of our community, contribute towards increasing the diversity of experience, age and background of councillors, and also help us to retain experienced councillors and make public office more accessible to those who might otherwise feel excluded.

You can find the policy here, on the councillor allowances area of the Vale website.

Vital work to help vulnerable people praised by councillors

Work to protect vulnerable residents and those who are most at risk from criminal activity has been recognised by councillors in South Oxfordshire and the Vale of White Horse.

Councils face another cut in government funding

Public services could be at serious risk if the government fails to provide long-term financial support, the Leader of Vale of White Horse District Council has warned.

2021 reflection statement from Cllr Emily Smith, Leader of the Vale of White Horse District Council

Appendix D – PCSO Report

We continue to get reports of off-road vehicle being used in an anti-social manner causing criminal damage in the Lowbury Hill Ridgeway area. 4 persons were arrested in December after vehicles were used on private land causing criminal damage. The investigation is ongoing. We continue to patrol the area and encourage people to report anything like this to us.

Appendix E – UVHAT Report from J Reid

• Bookings: 2022 looks positive from a bookings perspective already.  All regulars have rebooked including gymnastics, yoga, karate, Brownies, Wine Club, Tea Birds, Short Mat Bowls and the ever popular dog classes etc.  Enquiries for ad hoc event bookings – particularly to allow small groups or family events to have more space due to COVID-19 – have picked up and the hall remains a COVID-secure venue for the activities permitted.
• Maintenance: In terms of maintenance a few projects need to be undertaken in 2022. The kitchen floor has now nearly dried out following the water leak and will be re-laid. Some of the gutters need to be mended where they have broken or sagged. There remains one blocked soakaway which was not replaced in the recent work. This lies under the patio, which will need to be lifted and re-laid in the process. It will be preferable to site the new soakaway under the grass, subject to permission from UPC.  The trustees will consider whether to replace the fittings in the ladies’ toilets which are now dated at their next meeting
• The trustees hope to hold their next meeting and AGM at the in January/Feb and will be confirming a date on this as soon as possible.

In attendance: – Cllrs B Shaw (Chairman/BS), P McLaughlin (PM), N Thorp (Vice-Chairman/NT), D Beckles (DB), B Heneghan (BH). Also present: – E Cooper (Clerk/EC),

K Fletcher (Nature Garden/KF), County Cllr S Povolotsky (SP).

1. To note or receive apologies for absence

District Councillors H Gascoigne, S Medley

2. To note any declarations of interest in the items on the agenda

None.

3. To approve the minutes of the previous meeting & note any matters arising: –

3.1 UPC 18.01.22

Unanimously agreed as a true record.

3.2 To agree an amendment to the minutes from 16^th November 2021 as follows:-

Item 9.3 – it has subsequently been confirmed that the Nature Garden group were

to pay 40% (£335.44) of the plant hire in September, with UVHAT & UPC each

paying 30% (£251.56).

Unanimously agreed as an amendment to the November minutes.

4. To hear a report from the County Councillor

Report received & distributed in advance of the meeting.

SP confirmed the A417 crossing was scheduled to start in the next 3 months.

Also the formal process of applying for bridleway status on Coffin Way had begun.

The CC had opened a climate grant scheme where any small group could apply for a

grant on climate change activity.

SP had pushed back on the LCTP5 consultation as there was no consideration for rural

communities, only Oxford City.

5. To hear a report from the District Councillor

Report received & distributed in advance of the meeting.

6. To hear a report from the PCSO

PCSO reported via email that there were no incidents of note in the area.

7. To hear representations from the public

None present.

8. To hear an update from the UVHAT representative

Not present. The UVHAT AGM will take place on Wednesday 23^rd March. Council

agreed BS should speak to UVHAT re notice of the AGM.

9. To hear an update from the PCC representative

BS had attended a PCC meeting. The PCC will scale back on its plans for improving

facilities in the church. The funding falls short of that required. Alternatives will now be

considered.

10. To hear an update on the Upton Nature Garden Project

10.1 Working Group report

10.1.1 Received and distributed in advance of the meeting. KF asked Council for

approval in principle to:-

• the purchase of a wooden seat
• the purchase of seeds from meadowmania
• the purchase of the sign (once copy & artwork approved by Council)

The purchase of plants from Rupert Gooddy & a gate & associated items from Oxford Fencing were approved by council.

KF also asked for next TOE fund contribution form to be completed.

10.1.2 And in addition from KF:-

Since the last parish council meeting, the Upton Nature Garden project has

held two successful volunteer days. At the first January event the trees,

shrubs & hedging were planted; at the second March event the perennials

were planted – 400 in an hour! The mid-morning tea break became the end

of planting celebration. The project planting plan is back on track. The

information sign design has been finalised after research on similar project

signs around this area. R Traynor has painted original artwork for the

board. The remaining tasks for this garden creation phase of the project are

to commission the sign, the wooden bench, to sow the wildflower meadow,

& install the new meadow entrance gate by the bus stop. The project costs

are well under control. The TOE grant budget was £3624; to date £2388

has been reclaimed. The overall project budget has £3130 remaining

(allowing for perennials & gate order recently placed). Remaining planned

expenditure March – April on benches, signs & seed mix of c£1355. The

balance after this provides towards the ongoing costs of maintenance &

garden development.

10.1.3 And from BH as part of the working group & on behalf of the Council:-

The Nature Garden team have done a really good job of design & planting.

Even in the rough, you can visualise how good it is going to be when the

plants start to grow & bloom. So thank you to the team for a great project.

BH also requested a forecast from KF for the Nature Garden maintenance

plan by the UPC July meeting.

10.2 Receipts to 28.02.22 £6641.25

Payments to 28.02.22 £3591.76

Balance £3049.49

11. To hear updates on outstanding actions carried forward from previous meetings: –

See Appendix A below

12. To ratify or agree the council’s response to the following planning applications: –

12.1 To agree:-

P22/V0524/HH South Spring, Stream Road, Upton

Amendment no.1 – double garage

Deadline 29.03.22

UPC agreed no objections, but with comment.

12.2 To ratify:-

P22/V0168/HH Rowlands, Church St, Upton

Replace existing single storey extension with single & two-storey extensions.

External & internal alterations & a proposed detached garden room.

Deadline 09.03.22. UPC no objections.

12.2 To note Planning Permissions (or otherwise) received:-

12.2.1 P14/V2873/O Great Western Park Development

Planning permission 21.02.22

12.2.2 P21/V3107/FUL Land to the south of Main Street, West Hagbourne

Application withdrawn 26.1.22

12.2.3 P22/V0087/HH Lonicera, Station Road, Upton

Planning permission 10.3.22

13. To receive an update on UPC Finances and Administration

13.1 To hear an update on Lloyds Bank: –

13.1.1 As at 28.02.22 Treasurer’s Account £6956.31

As at 28.02.22 Business Bank Account £13073.66

13.1.2 Debit card application

Currently on hold.

13.2 Receipts

13.2.1 Bank interest February 11p, March .10p.

13.2.2 SSE annual payment £2 (pole on rec)

13.2.3 Payment from UVHAT of £251.56 for share of plant hire.

13.3 To sign off bank reconciliation to date

Provided in advance of the meeting & signed by the Chairman at the meeting.

13.4 To hear any other financial or administration updates

13.4.1 UPC Internal Audit 2021/22

13.4.1.1 Council to confirm exemption from external audit

Council unanimously agreed that it is exempt from an external

audit & that a certificate of exemption should be issued by the

Clerk to the external auditor as soon as possible after the end of

the financial year.

13.4.1.2 Council to confirm internal auditor

IAC confirmed they would carry out the internal audit for a fee of

£285 + vat. Council unanimously agreed. Clerk to inform IAC.

13.4.2 SLCC/NALC Clerk’s Pay Increase

OALC confirmed in an email dated 01.03.22 that following a national pay

award agreement, the Clerk’s pay (remaining on SCP26) would increase

by 1.75% with effect from 01.04.21. This will be applied, with back pay, from

March 2022.

13.4.3 Risk Management Policy & internal audit controls review

The Council unanimously ratified the updated version of the Risk

Management Policy, including internal audit controls.

13.4.4 Following a training seminar from the Oxford History Centre on the storage

of Council documents (attend by the Clerk & Cllr Thorp), the Clerk asked for

agreement in principle that all Council papers suitable for storage should be

removed to the Oxford History Centre at a point to be agreed in the future.

Council unanimously agreed.

13.5 To agree the following payments & who to authorise.

Council agreed to all payments below. Clerk confirmed payments awaiting

authorisation through Lloyds. PM to authorise.

14. To hear an update on the recreation ground Play Areas

14.1 Toddler play area

BS reported that the play area was in good order.

14.2 Adventure play area

Remedial work to the play area was highlighted by Kompan in their January 2022

inspection report, although this was not received by the Council until March. The

Clerk is in touch with Kompan regarding the works.

14.3 Pump Track

Remedial work to the pump track scheduled for 22/23.

Council are considering a proposal to tarmac the pump track to improve & extend

it’s usage & await a quotation. Estimate £5-10k.

15. To hear an update on the maintenance of the recreation ground

15.1 Motor mower repair/service (BS)

The Council awaits recommendations from Kalehurst on the repair or otherwise

of the motor mower, which was damaged during usage.

15.2 Any other updates on the recreation ground maintenance

The Council is disappointed by the amount of damage to the recreation ground by

vehicles driving over the grass. Council is therefore considering the installation of

posts & a chain to stop this activity. Council voted 4 for with one abstention (due

to a conflict of interest) to look at this option. A quote for the potential installation

of posts & a chain is expected from BH.

15.3 PM reported that the goal posts have new wheels & with the new nets yet to be

installed. BS will invite the Commissioner of Police (following funding) & the

Amazons football teams for a photo op.

16. To hear any update on UPC IT (PM)

Office 365 back up in place & domain names secured for another year.

17. To hear any update on Speed Watch & 20s Plenty for Upton (BH)

BH requested that information be included in Upton news regarding the training of

volunteers for Speed Watch.  BH to provide copy to NT.

18. To agree the council content for the next online Upton News (NT)

– Speed Watch information (see 17 above)

– Goal posts wheels & nets

– Plans for 22-23

– Move to stop driving on the rec

– resurface pump track

– village blocked storm drains & big pot holes all reported to fixmystreet by BS

& PM

19. To agree the date of the next meeting

19.1 Annual Parish Meeting – Council to agree date & arrangements

Council agreed to a provisional date of 28^th April. Clerk to check hall availability &

start process to arrange meeting at 7pm in the village hall.

Clerk’s note:- 28^th April may not be available. Other dates under consideration.

19.2 Next full council meeting

Annual meeting of the Parish Council Tuesday 17^th May 2022, at 7.00pm, in the

village hall meeting room.

The meeting finished at 9pm.

Appendix A – List of Actions

Appendix B

County Councillor Briefing 8^th March 2022

Welcome to your latest news briefing, apologies for a few days delay, it’s been rather busy on the reservoir front, or as I now call it a ‘Megavoir’. I am hoping to start surgeries as of April, in main places in every village, and will let each Parish know and communicate of course through facebook and emails.

Today is IWD and I am pleased to have instigated this small video and want to thank all women members, chairs and clerks for #breakingthebias this year and pushing for gender equality.

The video is available for your viewing pleasure at https://vimeo.com/685802506/9797582bc8

Covid 19: Information & Advice

Latest public health advice

On 21 February, the prime minister set out his plan for living with COVID-19. As our Director of Public Health, Ansaf Azhar, has emphasised, this doesn’t mean the virus has gone away. He sets out three simple steps we can all take in the coming months that will make a difference:

• Be considerate – if you feel ill, you should stay away from others and remain at home while you have symptoms.
• Be aware – there will be many in our communities and work places who will be extremely nervous about the recent news, so be conscious of other people’s situations and adjust your behaviour accordingly.
• Be cautious – make sensible decisions, such as wearing a face covering in crowded places and letting fresh air into indoor spaces.

You can listen to Ansaf’s advice in his latest video.

Communications campaigns

We are now focusing on reinforcing the ‘be cautious and considerate’ message, in line with changes to rules around self-isolation and testing. We are also supporting our NHS partners in sharing messages about vaccinations and boosters.

COVID 19: The statistics

You can view the latest figures on our COVID-19 dashboard.

Latest News

Storm Eunice response

This week we have said a huge thank you to staff across the council who were involved in the response to storm Eunice, as well as all those who continued to deliver services for residents in extremely challenging conditions 2 weeks ago.

A number of teams were involved in our response, but we would like to name a few specifically. The customer services team dealt with an exceptionally high number of calls that day – four times the usual volume – while the highways team responded to more than 180 incidents on Friday alone. These included removing fallen trees and large branches, which were blocking roads and footpaths.

A significant council-wide team effort also supported our schools – helping with communications, ensuring our school transport was safe, responding to property damage and making phone calls to headteachers. And a special mention also to the emergency planning and communications teams, who co-ordinated our response and kept our website and social media channels updated.  We are still running behind on standard jobs in the pipeline, but we are getting there!

Bad weather is the perfect storm for rogue traders

Our trading standards team is warning residents to be wary of cold callers or leaflets offering to do work on roofs after the recent storms. The team believes it’s a perfect opportunity for rogue traders to take advantage of residents who have a leaking roof or broken tile. Many traders will be booked up, so the advice is to be wary of traders who can arrive to start the work the following day and push for a quick agreement to use them. Find out what to look out for in our news story.

Oxfordshire’s climate action heroes recognised

Some of Oxfordshire’s inspirational climate action heroes were honoured at an awards ceremony on Monday. Eighteen groups, social enterprises, individuals, businesses and other organisations picked up the High Sheriff’s Climate Action Heroes Awards for their schemes, ranging from wildlife restoration work to renewable energy projects. Read all about it online.

Our bid to deliver 159 electric buses

This month we applied for £32.8 million from the Zero Emission Bus Regional Areas (ZEBRA) scheme. Along with £6m from the council and £43.7m from bus companies Go Ahead and Stagecoach, the scheme could deliver 159 electric buses and the infrastructure to charge them in a package worth £82.5m. If successful, the electric buses would operate in an area stretching from Kidlington in the north to Sandford in the south, and from Cumnor in the west to Wheatley in the east. They would save an estimated 9,200 tonnes of carbon dioxide emissions each year – the equivalent of taking more than 6,000 cars off the road. Find out more in our news story.

Proposal to improve consistency of parking enforcement

We are planning to bring consistency to highway parking enforcement around the county by taking over responsibility for fining motorists who break the rules in West Oxfordshire. West Oxfordshire District Council currently carries out parking enforcement on our behalf in the area. Go online to read the full story.

Budget passed invests in residents: In February, the first budget of the Oxfordshire Fair Deal Alliance was passed. The Conservatives failed to present any amendments to the budget. The budget increases investment to support some of the most vulnerable residents in our county, including in SEND provision, adult social care, and youth and children’s services. Other priorities to receive boosts were the climate emergency, buses, traffic enforcement, and road safety. The budget also takes into account a backlog of underfunded major infrastructure projects. The budget deals with the hospital pass from the Conservatives, who had failed to fully cost major projects, including replacement of the Kennington Bridge and projects around Didcot.

Government support extended after OCC demands: Buses continue to be under financial strain, with passenger numbers down on pre-pandemic levels. Following Lib Dem calls to the government extend pandemic grants, the government announced additional funding. Bus companies will still face a potential cliff edge in 6 months’ time however, unless passenger numbers begin to rise or the government steps in again.

Oxford Zero Emissions Zone (ZEZ) pilot launches: A pilot of a small area of central Oxford has begun to test out the technology that will be used for the Zero Emissions Zone. The full ZEZ will come into force in 2023 (subject to a public consultation)

Police and Crime Commissioner grant applications close: The Community Fund, administered by the Police and Crime Commissioner has closed for applications. This appears to have been badly promoted, however, applications open twice a year. Sign up to the mailing list here: opcc.comms@thamesvalley.police.uk

Councilor Priority Fund: Upon being elected, I said I wanted to see the councilor priority fund for Hendreds and Harwell Division being used early in the community. The £15,000 has now been fully allocated, supporting amazing projects across the division, I will be doing a roundup and news on them all in May 2022.

Consultations close soon:

• SEND: 10^th March
• Local Transport and Connectivity Plan: 16^th March
• Libraries: 18^th March

Consultation & Engagement Activities

The following consultations are currently live. Please encourage your constituents to have their say by sharing the relevant links for further information.

Local Information

Rowstock Relief

Affected Parish Councils contacted around a meeting, communication has been poor and complaints raised to officers and senior managers.

Verges Biodiversity experiment

We have identified some zones, one of which is the Oxfordshire County Council Highway between East and West Parishes. We are working with the Highways and Ecology teams, as well as local environment group HEG for the civic ecology side. To ensure any invasive species like Ragwort are still pulled during this experiment.

SIDS – East Hendred / Rowstock

The SID Data is showing a very positive turn, and the speed reduction is clearly notes, and alongside the implementation of more speed reductions with the 20mph scheme is definitely key to continue to make our communities safer and reducing speeds, without us ending up with signage every 20m!

ESSO Application

I worked with local residents on this case and spoke at the Planning Committee, of course its probably well known that now that it was refused, but many believe it will come back through appeal so we need to watch this space. Well done to all local groups, local businesses, parish councils and the Rowstock residents association for work on this.

Pension Committee

As a new member on the pension committee I am very pleased to announce we heard from Brunel Pension Partnership and they are working to divest from Russian entities, and the committee endorsed this action.

Harwell High Street works

I attended the CMD for Highways as was hugely concerned officers, despite constant communications from my side, had pushed through for a CMD on the works despite Parish comments. Final decision is here

FrogLife / Ardington and Lockinge Crossing Signs

You may have noticed the signage warning of our amphibian friends crossing the roads, patrols are in full action currently and there is allot of action already thanks to some warmer days and wetter evening!

Steventon – Reservoir

Link below in consultations and thank you to those Parishes who have already submitted, every response to the reservoir counts, you can even send two per household with different email addresses. Any questions please come back to me or email – gard.secretary@gmail.com

I did attend the Public meetings run by GARD in Steventon and East Hendred and spoke to residents to urge the response, also to voice my concerns. I also attended the Thames Water meeting and was very disappointed but I guess not hugely surprised that not a single straight question was answered, if there was ever a call to arms to respond and make voices heard that time is now!

HEG Community Larder

I am pleased to announce that we have now had our second larder and already we have moved on 467kg of Food Waste, with around 40 members actively, and we are constantly communicating alongside the support of East Hendred Parish Council what we are doing. Our local scheme is in partnership with Didcot Based SOFEA, and if your interested in creating a Larder in your Parish you can read more about it here – www.sofea.uk.com

The second annual Food Waste Action Week begins today and will highlight the huge impact household food waste has on climate change.

Oxfordshire County Council – along with the district and city councils in Oxfordshire – is supporting Food Waste Action Week, a national campaign set up by the charity WRAP (Waste and Resources Action Programme). It runs from Monday 7 March until Sunday 13 March.

The campaign will share practical advice, food savvy behaviours and tips on how people can easily reduce the amount of food that is wasted in our homes.

The UK throws away 6.6 million tonnes of household food waste a year. This food waste is responsible for nearly 25 million tonnes of CO₂ emissions, equivalent to 5.4 per cent of the UK’s territorial emissions.

The majority, 4.5 million tonnes, is food that could have been eaten and is worth approximately £14 billion (or £60 a month an average family with two children). It requires an area almost the size of Wales to produce all the food and drink currently wasted in the UK.

Throughout the week the campaign will be sharing tips to make the most of leftovers, how to defrost frozen food, store food properly and how to shop more effectively by planning your meals.

Councillor Pete Sudbury, Oxfordshire County Council Cabinet Member for Climate Change Delivery and Environment, said: “The average family wastes the equivalent of eight meals every single week. Reducing food waste can save families an average of £700 per year, reduce the amount of edible food that ends up in our bins to be disposed of, and fight climate change.

“The Food Waste Action Week campaign will highlight simple actions we can all take to reduce the amount of food we throw away each week.”

Look out for videos and messages which will be released during Food Waste Action Week on Oxfordshire Recycles Facebook and Twitter. The Replenish Project – run by Oxfordshire’s community action groups – will be running a competition to win ‘The Canny Cook: freezer & store-cupboard meals on a budget’. Oxfordshire residents are encouraged to share their #RescueRecipes ideas to be in with a chance of winning one of five of these books! People are encouraged to use the hashtag #FoodWasteActionWeek when they get involved.

Everyone can make a difference, and something as small as saving your leftovers to eat for lunch the next day and encouraging friends and family to do the same means you’re doing your part. Visit Love Food Hate Waste to find out how you can get involved, help the planet – and save money too. Look out for its great video at the beginning of the week, which will be posted and shared on social media, and to find out who its celebrity is!

Think you’re pretty good at eating what you have at home? Help reduce food waste even more, by using your local community fridge, or apps like Too Good To Go and Olio.

Click Sign up to hear from us and receive the latest news and updates thanks to our fortnightly newsletter, Your Oxfordshire.

A Few Last Reminders

Support for Ukraine

Information about help relating to the situation in Ukraine. We undertook a small collection in East Hendred at the weekend, which has gone straight to a distribution centre 80km from the Polish / Ukraine Borders. However our advice now that humanitarian aid is kicking in is as follows;

Our thoughts are with the Ukrainian people at this time. Like all councils and communities throughout England, we are ready to help people in Ukraine and any refugees that may come here.

We will be guided by central government as to the best ways that we can help as the situation continues to develop. In standing with the people of Ukraine we and partner organisations will support and give a warm welcome to refugees locally should our help be needed.

Government support schemes

Guidance on government support available to Ukrainian nationals and their family members, including the Ukraine Family Scheme.

Making a donation

Many people in the county want to do whatever they can to help, and one way is to make a donation.

The Disasters Emergency Committee, a coalition of 15 leading UK charities, has launched a collective appeal to provide emergency aid and rapid relief to civilians suffering during the conflict.

Many registered charities are also helping to provide vital life-saving services to those caught up in the conflict, including those forced to flee to neighbouring countries. These include:

• Red Cross
• Save the Children
• UNICEF
• The UN Refugee Agency (UNHCR)

Staying up to date

For the latest information about the council’s response to COVID-19, regularly check your emails, visit the council’s website oxfordshire.gov.uk and follow our social media accounts.

With best wishes,

Sally Povolotsky FRSA

Hendreds & Harwell Division

Appendix C

Monday 7th March 2022 Monthly Parish Update

Vale of White Horse District Councillors

Cllr Hayleigh Gascoigne and Cllr Sarah Medley

Hello! Firstly, we just want to say how deeply saddened and shocked we are by recent events in Ukraine.

The Vale of White Horse District Council stands in solidarity with the people of Ukraine in these horrific times. Council leader Emily Smith has issued a statement giving further information on what we can do to support those people caught in this conflict or escaping from the area. We have been heartened to see the efforts of many local residents in donating and collecting essential items for those affected – once again, our kind and caring community stepping up to help in times of crisis.

Locally, we are very aware of the many issues faced by residents in accessing healthcare in the Didcot area. Working alongside the Patient Participation Groups of the three medical centres, we have been calling on the Oxfordshire Clinical Commissioning group (CCG) to provide transparency and clarity on the timescales for delivering the long-overdue healthcare centre on Great Western Park. We are pleased to say that the CCG are now engaging, and they have kindly agreed to provide an update for the public at the Great Western Park Residents’ Association Meeting at 8pm on Monday 9^th May. The meeting will be held in a hybrid in-person and online format, at Boundary Park Sports Pavilion and on Zoom. Please keep an eye on the GWP Residents’ Association website for more details, and note that this meeting will also be their AGM, for anyone wishing to volunteer with this excellent community organisation.

We use these monthly updates to keep you updated on our activities, general council news and any COVID-19 developments. We also post regularly on our councillor Facebook Page: Cllrs Hayleigh Gascoigne & Sarah Medley Please do not hesitate to get in touch with any issues or concerns, either via Facebook message or email: hayleigh.gascoigne@whitehorsedc.gov.uk and sarah.medley@whitehorsedc.gov.uk.    

COVID-19 & Community Support

Keep up to date with latest government guidance via gov.uk/coronavirus. The latest COVID-19 figures are updated on the county council’s interactive dashboard on a daily basis.

Contact the Community Support Hub

A reminder to all residents that the councils’ Community Support Hub continues to operate for anyone who needs any assistance, either as a result of COVID-19 or just for anyone who needs signposting towards the appropriate support channel. There are multiple ways to get in touch with the Community Support Hub:

• Call: 01235 422 600 Monday to Thursday 8.30-5pm and Fridays 8.30-4.30pm
• Email: communitysupport@southandvale.gov.uk
• Online Form: www.whitehorsedc.gov.uk/communityhub
• Website www.whitehorsedc.gov.uk/covid19

Residents can also contact:

• Citizens Advice – 0808 278 7907
• Vale Community Impact – 01235 765348

Better Housing Better Health offers support and advice for those struggling to stay warm and well at home and can refer people to services which offer free home energy advice visits and financial and benefit advice. For more info see bhbh.org.uk

Omicron Hospitality and Leisure Grant

On 21 December 2021, Government announced the introduction of a one-off grant support scheme for hospitality and leisure businesses in England. The Omicron Hospitality and Leisure Grant (OHLG) scheme is now open for applications from eligible businesses – Vale of White Horse businesses apply here. Please note that the closing date for applications is Friday 18 March 2022. Applications will be processed, and checks made until the final payment date of 31 March 2022.

Local News

The Harwellian Club reopens after £47,500 makeover

The Harwellian Club has recently reopened after receiving £47,571 from the Vale of White Horse District Council for a major refurbishment. Harwell residents are flocking to see the changes made to the club since they applied for developer contributions via the district council.

Boundary Park’s tennis and games area officially opened by local MP

Hundreds of keen sports players can enjoy new facilities on Great Western Park after they were officially opened recently by David Johnston local MP, Vale councillors and Boundary Park Sports Association for local families and sports groups to use.

Great British Railways Headquarters could be built in Didcot

South Oxfordshire and Vale of White Horse District Councils will be entering a bid for Didcot to be the home of the new Great British Railways headquarters.

Refusal of former Esso site planing application

A brief note from us (Hayleigh & Sarah) to inform residents that the planning application for the distribution centre at the former Esso site on Milton Hill was refused by the planning committee in February. Although this site is not directly in our ward, we know this application caused concern for many Harwell and Rowstock residents, particularly due to the increase in HGV traffic it would cause. Sarah wrote to committee members in advance of the meeting, highlighting the concerns of local residents. At the meeting itself, the combined efforts of the Roads to Rowstock Residents’ Association and local councillors at parish, district and county levels succeeded in persuading the committee – well done to all involved. Visit YouTube to watch the meeting.

Climate & Environment News

£50,000 fund to boost community climate action in the Vale

Communities in the Vale of White Horse looking to tackle climate change could soon receive support from a new council grant. Vale of White Horse District Council’s new Climate Action Fund will offer a total of £50,000 to help local groups, with up to £5,000 on offer for individual projects.

Work on major EV charging scheme in the Vale is close to completion

The installation of the Park and Charge Electric Vehicle charging scheme in Vale of White Horse looks close to completion as work is due to start on the last car park later this month.

More than 150 volunteers support major tree planting effort

More than 150 volunteers joined a major tree planting event in Abingdon over two sessions on Saturday 26 February to help tackle climate change. Members of local community group Abingdon Carbon Cutters and other volunteers from across the area planted 420 trees at Rye Farm Meadow.

Council News

Vale’s 2022/23 budget protects frontline services, ensures important environmental, leisure and safety improvements and keeps Council Tax increase to under the rate of inflation

Despite a 6.2 per cent reduction in funding from government, Vale of White Horse District Council is set to agree a balanced budget for 2022/23 and, for the first time in several years, is projecting to have surplus general reserves at the end of its 5-year reporting period.

Leaders Statement – 16 February 2022

Cllr Emily Smith, Leader of Vale of White Horse District Council, delivered her Leaders Statement to Council at the meeting on 16 February 2022.

Important changes for Vale car parks to start on 4 April

Motorists parking in district council car parks in Abingdon, Faringdon and Wantage are advised that from Monday 4 April:

• Free parking will still be available but reduced to one hour a day
• New fees will apply if you want to stay for more than one hour
• Other fees will go up by 40p
• New and renewed permits will be valid for the specific car park they are issued for and will not be transferable.

Sessions to help hair and beauty staff support victims of domestic abuse

Free training is now available to help ensure hair and beauty staff know what to do if they suspect a client or colleague is at risk of or suffering from domestic abuse.

Vale gives more than £300,000 to build affordable homes in the district

Vale of White Horse District Council has pledged to provide grant funding of more than £300,000 towards the cost of creating affordable homes in Botley, in the parish of Cumnor.

In attendance:- Cllrs B Shaw (Chairman/BS), P McLaughlin (PM), N Thorp (NT),  B Heneghan (BH). Also present E Cooper (Clerk/EC).

1. To note or receive apologies for absence

Cllr D Beckles.

2. To note any declarations of interest in the items on the agenda

None.

3. To approve the minutes of the following meeting & note any matters arising: –

UPC 16.11.21

Minutes unanimously agreed as a true record, with the exception of charges

attributable to the Nature Garden in respect of rubble removal, which do not apply.

4. To review & agree the response to planning consultations:-

4.1 P21/V3206/HH Lavender House, Fieldside, Upton

Proposed ground floor front extension to existing garage.

Deadline 14.12.21

UPC agreed no objections to this consultation.

5. To receive an update on UPC Finances and Administration

5.1 To hear an update from the Finance committee meeting held on 22.10.21 &

formally agree recommendations

5.1.1 Proposed precept for 22/23

Council unanimously agreed to apply for a precept of £24,326.

5.1.2 Proposed budget for 22/23

Council unanimously agreed the proposed budget.

5.1.3 Clerk’s salary review inc. other work considerations

Council unanimously agreed the proposed increase in the Clerk’s

Salary to SCP26 with effect from 1.11.21.

The Clerk also informed the Council that her annual leave increased

by 2 days wef 01.09.21 (5 years service).

5.1.4 Outgoing grants

UPC agreed to continue to support CAB & RBL.

5.1.5 Capital projects for 22/23

Council agreed that the major projects for next year were:-

1. Recreation ground fence
2. Play area fencing & ground works on new toddler play area

iii. Work to improve the pump track

5.1.6 Other financial considerations from the Finance Committee Meeting

5.1.6.1 Council were satisfied that all assets were accounted for & up

to date.

5.1.6.2 Council were generally satisfied with the extent of its Risk

Management policy, but asked the Clerk to check & issue to

the Council.

5.1.6.3 Council were satisfied with the extent of its Insurance

5.1.7 Ratify reviewed & updated Standing Orders

Council agreed to add a caveat to the meeting time of 2 hours. This to

read that subject to council’s agreement, an additional half hour will be

permitted in order to conclude the meeting’s business as necessary.

5.1.8 Ratify reviewed & updated Financial Regulations

Council unanimously agreed.

5.2 To hear an update on Lloyds Bank: –

As at 11.11.21 Treasurer’s Account £8257.22

As at 11.11.21 Business Bank Account £13073.33

5.3 Receipts

Bank interest October 11p, November 10p

5.4 To sign off bank reconciliation to date

Provided in advance of the meeting& duly signed at meeting.

5.5 To hear any other financial or administration updates

5.5.1 To agree a budget for a village Christmas event (BS)

Council agreed that due to the shortness of time & lack of response

from the community, this event would take place next year. Council also

agreed to contribute c£50 towards a Christmas tree on the

village church next year.

5.5.2 To agree that Upton village is included in the 20mph proposal for

Oxfordshire Communities

BH had spoken to SP re upgrading existing speed signs. SP

recommended  recording data via signs & this data will dictate the next

course of action. BH to investigate upgrading signs.

5.6 To agree the following payments & who to authorise

Clerk asked for the following additional payments to also be considered & Council

unanimously agreed:-

i. Mr R Lott – Mowing petrol expenses £90.64

ii. StowAg (Nature Garden) – purchase of fencing £295.20

iii. OALC – Experienced Clarks course £66

PM agreed to authorise.

6. To hear an update on the recreation ground Play Areas

6.1 Toddler play area

6.1.1 To hear any update on the installation of a fence around the new play

area

BS reported the toddler play area was in good condition. The mound

had been seeded & was growing, & would remain off limits for the time

being.

6.1.2 To hear any other updates on the toddler play area

Council noted that the addition of a fence around this area may also

require funding to be raised.

6.2 Adventure play area

6.2.1 To hear any updates on the adventure play area

6.2.1.1 Funding of £5000 has been received from the OPCC

Community Fund which will go towards improving the goalposts

& pump track.

6.2.1.2 Minor repairs to wooden structures would continue to be

actioned by members of the Council.

6.3 Pump Track

Remedial work to the pump track scheduled for 22/23. See also 6.2.1

above.

7. To hear an update on the maintenance of the recreation ground

7.1 Mowing, Trees, hedges, other

Council acknowledged that the only maintenance work carried out by the

volunteer group was the mowing of the recreation ground. Tree work has

been carried out by a contractor & other work to keep the recreation ground

tidy by members of the Council. BS had obtained a quote for general

maintenance of c£5k for a year & Council unanimously agreed for BS to

formally present a proposal at the next meeting. BH offered to do a walkabout

with the contractor covering all aspects of work required & to establish

credentials.

7.2 To hear an update on the current volunteer / rota situation

7.2.1 It was reported to the Council that the motor mower was damaged & in

need of repair. BS to obtain a quote for repair of the mower from

Kalehurst. Council to consider costs before any work is carried out.

7.3 To hear any other recreation ground updates

7.3.1 New bins

Council unanimously agreed to purchase new bins. Clerk to confirm

requirements.

7.3.2 Additional benches

Council acknowledged this was in the budget for next year at c£250 for

wood-effect, recycled plastic benches for the recreation ground.

7.3.3 New noticeboard on side of bus shelter

A new noticeboard has been ordered.

7.3.4 Goal posts – nets & wheel replacements

Following receipt of funding, BS had sourced a quote for c£500. 3

councillors agreed to go ahead with the purchase, with one abstention.

7.3.5 Fence to northern boundary

Capital project for 2022/3 unanimously agreed by Council.

7.3.6 New signage update

BS has obtained a quote for new signage at the entrance to the

recreation ground. EC to check the sign details.

7.3.7 Bus shelter renovation update

A competition has been launched for village children to submit ideas for

repainting the inside of the bus shelter. As of the date of this meeting,

no entries had been received.

8. To hear any update on UPC IT (PM)

No update.

9. To hear an update on Speed Watch & 20s Plenty for Upton (BH)

9.1 Speed Watch

BH reported he had spoken to Blewbury Speed Watch following their

successful implementation. Following recruitment of volunteers & training, this

could be implemented on the A417 in Upton, but only when entering/exiting

Upton from the west. BH to write an article for the next Upton News on Speed

Watch for Upton.

9.2  20s Plenty

BH had actioned.

10. To agree the council content for the next online Upton News (NT)
11. Budget for play area fence

ii BH Speed Watch update

iii Bus shelter competition – get entries in

iv New noticeboard

11. To agree the date of the next meeting

Next full council meeting Tuesday 18^th January 2022, at 7.30pm.

Clerk’s note:- Due to increased Covid restrictions & following guidance from

NALC, how this meeting is held & where, will be decided nearer the time.

Council unanimously agreed to add item 12 to the agenda as this had arisen post issue of the agenda.

12. Letter received from UVHAT

A letter as received from the UVHAT Chairman, Rob Traynor, stating no confidence in the

UPC Chairman for reasons which were alluded to in the letter & also asking that Cllr Shaw not

join the UVHAT committee. This was discussed at a reconciliation meeting held on 6.12.21

with Mr Traynor, Mr Rippon (UVHAT) & Cllr Shaw & Cllr Thorp (UPC).

Cllrs Thorp & Shaw will provide a written response to the reconciliation meeting.

The Council unanimously agreed its full support of Cllr Shaw. Also that Cllrs Shaw &

Heneghan will attend the first available UVHAT meeting as previously requested.

UVHAT has moved its AGM from 6^th December to either January or March & the Council

awaits confirmation of the new date.

The meeting closed at 9.05pm.

Appendix A – List of Actions