Upton Parish Council  

 

Minutes of the virtual meeting of Upton Parish Council held at 7.30pm on Thursday 17^th September 2020.

In attendance: – Councillors Mr B Shaw (Chair/BS), P McLaughlin (PM), D Beckles (DB), B Heneghan (BH). County Councillor M Fox-Davies. Three members of the public.

 

1. Apologies for absence

District Councillors H Gascoigne, S Medley

 

2. Declarations of interest in the items on the agenda

None declared.

 

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

UPC   23.07.20

Council unanimously approved the above minutes as a true representation of the meeting.

 

4. Report from the County Councillor

See Appendix A below

BH highlighted problems with Covid-19 testing in the area & asked if there was more

information from the CC. MF-D had no further information, but asked that BH email

him details of problems encountered. ACTION BH

 

5. Report from the District Councillor

See Appendix B below

 

6. Representations from the public

Three members of the public attended the meeting & spoke in turn on the following subjects: –

1. Recreation Ground car park extension
2. Recreation Ground proposed new fence to the rear

• Request to consider long term implications of any prospective changes to the recreation ground

The Chair responded on PC actions to date. The PC is drafting plans & undertaking

cost exercises, but no concrete decisions had been made. The PC is happy to consider

future implications regarding climate change & biodiversity.

 

The Chair was also working on a village-wide survey, which will be issued in October.

BH requested costing details for hedge laying from the respondent for further consideration.

7. Update on the current community response to the Covid-19 within the village.

An email update from Jacqui Reid confirmed that the village hall had been in use from

mid- summer, but this use was restricted to clubs (with track & trace in place) & not private

Hire.

 

8. Report on outstanding actions carried forward from previous

meetings:-

 

No.		Action Points from March Meeting	When by
3		BS to start formulation of requirements for 5-year plan consultation	Emailed to all 17.9.20
No.		Action Points from March Meeting	When by
1.		JR to look into previous Welcome to the Village’ pack.	Confirmed re-draft
3.		BS to confirm any immediate remedial actions to play area equipment.	Remedial actions underway.
5.		JR to look into documentation held by UVHAT concerning the village hall / PC history	Actioned.
No.	Action Points from previous meetings			When by
1.	Clerk to incorporate large project reserves in budget for 20/21			October

 

 

9. Ratify or agree the council’s response to the following planning consultations: –

9.1 P20/V1090/HH Amendment no.1 Sunnyside, Newmans Close, Upton

Amended drawings for: – Proposed two-storey front extension, two-storey rear extension, loft

conversion with rooflights & dormers, alterations to existing window & door openings & new

cladding.

Deadline 10^th September

UPC confirmed no objections.

 

10. Update on UPC Finances and Administration

10.1 Receive an update on Lloyds bank account matters

All banking matters currently in order.

10.2 Any other financial or administration updates

10.2.1 NALC national salary award (Clerk’s pay). To be applied from September pay &

backdated to April 2020

The national salary award & hourly rate increase was noted by council,

together with its application from September 2020, backdated to April 2020.

10.2.2 Payment of working from home allowance, back dated to April 2020

Following a case put forward by the Clerk to the Chair, council unanimously

agreed to the payment of the standard, tax free, working from home allowance

with effect from September 2020, backdated to April 2020.

10.3 Agree the following payments: –

Council unanimously agreed to include a payment for this year’s RoSPA report to Play

Safety for £202.20, as well as agreeing to all payments below.

 

Date	Payee	£
28.08.20, 28.09.20	Clerk’s salary SO Inc backdated pay increase & working from home allowance [LGA1972 s112(2)]	Not publicly disclosed
17.09.20	Clerk’s expenses [LG(FPA)1963s5]	£13.60
August, Sept	HMRC PAYE SO (£44.80pm – August, Sept £52.20)	£97.20
19.08.20, 19.09.20	Microsoft Office365 July & Aug DD @£3.80pm [LGA1972 s111]	£7.60
08.09.20	The Churn Benefice – photocopying of Upton News April 2019-March 2020 [LGA1972 s111]	£240.00
02.09.20	The Sign Shed – paid to be ratified [LG(MF)A1976s19(3)]	£61.80
18.09.20	Play Safety (RoSPA report)	£202.20
	TOTAL	£622.40+ Clerk’s salary above

 

10.4   Receipts

Bank interest August .46p, September .11p

Clerk’s note:- Lloyds Bank interest rate change from .05% to .01% wef 11.08.20

The Clerk also confirmed that the second half of the precept had been received on

11.9.20 in the sum of £5068.

10.5   Sign off bank reconciliation to date

Provided in advance of the meeting. Agreed by council. To be physically signed at a

later date.

 

11. Update on the recreation ground Play Areas

11.1 Toddler play area

The recent RoSPA inspection report highlighted low-level remedial action to be taken on

some play equipment. Further investigation as the result of the request for a

quotation in relation to moving the toddler play area to a new area, highlighted a

great deal more. In summary, it is not cost effective to remove & re-use any of the toddler

play area equipment. Consideration will therefore be given to the removal from site of

existing play equipment & the installation of new equipment in an area next to the

adventure play area.

11.2 Adventure play area

Remedial work is required on the zip wire, chain cover & seat, & a quotation for

this work will be obtained. ACTION BS

       11.3 The Chair arranged for signs to be installed at play areas on 18/9.

11.4 The PC unanimously agreed in principle for Kompan to carry out all remedial work on

the play areas, subject to a final satisfactory quotation.

 

12. Update on the maintenance of the recreation ground

12.1 Grounds maintenance

Grounds maintenance carried out by volunteers on the Upton rec will continue for the

foreseeable future. Quotes obtained from contractors have to date not been

financially viable.

12.2 Replacement fence

A quote had been obtained to replace the damaged fence to the rear of the recreation

ground, with something more substantial that will last a long time. BH requested that

the quote includes such details as treatment & guarantees. Representations were made

from the members of the public present, that a hedge rather than a fence should be

installed. Further consideration will be given to the possibility of both in the long term.

ACTION BH to investigate further.

12.3 Litter / bins

Council had considered the number of bins available in the village currently & agreed

to leave as is for now.

 

 

13. Update on the ‘rec regeneration plan’

13.1 Toddler play area

Progress is being made regarding the selection of a contractor, mapping out of

the potential new area, plus costings for grounds work, new equipment, installation,

regular maintenance, removal of old equipment &

decommissioning of the old toddler play area.

13.2 Pump track

Remedial work on the pump track is being considered in conjunction with all work

on the play areas.

13.3 Grounds maintenance contractor

See 12.1 above.

13.4 Any other areas requiring attention within the recreation area

None highlighted.

 

14. Update on car park extension project

During the summer, eye witnesses reported to the council the use of the

recreation ground for the parking of vehicles. The only part of the recreation ground that may

be used for parking is the strip of grass immediately in front of the car park, which has a

protective underlayer. Unfortunately, this is not marked & not clear. Whilst there is some

opposition to an extension of the car park, the Council will propose the case for a small

extension in the near future.

 

15. Update on UPC IT

15.1 Village web site

This has been updated to comply with all levels of usage.

15.2 Any other IT related update

None.

 

16. Update on proposed Speed Watch activity in Upton

This is on hold due to the Covid-19 situation.

 

17. Update on information gathered on the history of the rec & village hall

& any subsequent actions required

Written evidence of the history is proving difficult to find, but has been hampered by the

current situation. The search continues. To send any documents uncovered to date

to BH. ACTION Clerk.

 

18. Discuss any required plan of action to: –

18.1 Create a new five-year parish council plan

18.2 Revise the existing Parish Plan (last 2015/16)

Both of the above will be influenced by the results of a village-wide survey (currently

in draft form), which it is planned to issue in early October.

 

The meeting finished at 10pm.

 

Date of next meeting:-

 

Thursday 26^th November 2020 at 7.30pm via an e-conference system

 

Appendix A

 

REPORT TO UPTON PARISH COUNCIL SEPTEMBER 2020

FROM CLLR MIKE FOX-DAVIES

In the 7 days up to 4 September, there has been a total of 76 confirmed COVID-19 cases in Oxfordshire. This is similar to 71 new cases in the previous week. The weekly rate for Oxford currently stands at 16.4 cases per 100,000 population. The city is at yellow alert status, which means COVID is still circulating and remains a risk. The latest figures are available at www.oxfordshire.gov.uk/stopthespread. 

Cases of coronavirus by district

e	Cases in 7 days up to 4/9/2020	Weekly rate per 100,000 population	Change from previous week	Weekly rate alert status
Cherwell	11	7.3	increase	green
Oxford	25	16.4	no change	yellow
South Oxfordshire	10	7.0	no change	green
Vale of White Horse	15	11.0	decrease	green
West Oxfordshire	15	13.6	increase	green
Oxfordshire	76	11.0	no change	green

 

Data correct as at 5pm 8 September. It is important to note data is constantly being updated, so the picture is dynamic and can change quickly.

Welcoming children back to school safely

The new academic year has almost arrived, and our Learning & School Improvement team have been working closely with schools and colleges to make sure that all children are welcomed back safely. Risk assessments have been carried out and hygiene measures are in place across all educational settings, and all educational providers are following Department for Education, Public Health England and County Council guidance.

We recognise that some parents may feel anxious, particularly in light of the rising number of COVID-19 cases in Oxford. We have therefore written to parents and carers across Oxfordshire to reassure them about the preparations that have taken place for the safe return of children. 94% of schools in Oxfordshire have remained open since the start of lockdown and we have not seen any significant outbreaks during this time. Moreover, research by Public Health England shows that coronavirus outbreaks and infections in schools and early years settings are very rare. Out of more than 1 million children attending pre-school and primary school in June, just 70 children were affected.

For those children who are entitled to home to school transport, the OCC Transport Recovery Group has liaised with schools to identify a safe service. This has included a total of 40 additional routes to ensure children from more than one school do not travel together.

 

Independent report on different options for local government structures

In July, Oxfordshire County Council and Cherwell District Council jointly commission a piece of work to look at the various options for local government structures. This work is in advance of the anticipated Government Devolution and Local Recovery White Paper, which is due in the Autumn.

Independent experts PwC were asked to undertake the work and their initial high-level appraisal has now been published. The report does not seek to make recommendations but is designed to open positive conversations about how we can work more closely with all local authorities across Oxfordshire to achieve the best outcome for residents. More information and the full report can be found here.

Active Travel

Part of our work to enable Oxfordshire’s recovery from coronavirus has been to support a shift to walking and cycling so people are able to get around safely and sustainably as lockdown restrictions are eased. This is being partly funded by the Department for Transport through the Emergency Active Travel Fund.

Active travel tranche 1 :   continues to be delivered on time and projects will be completed in August as intended/required

Active travel tranche 2 :   bid was submitted by deadline 7^th August, and we expect the DfT decision about mid-September.    Depending upon the funding granted we will then proceed to necessary consultations

DfT criteria and timetable which led to selection of projects mainly from LCWIP programme in Ox City, though there is a major project proposed for Witney and one for Bicester.

 

Appendix B

Coronavirus Update and Community Support COVID-19 Community Support Hub

Whilst we don’t know how long the UK’s response to and recovery from COVID-19 will take, we do know it’s likely to be some time. One of the roles of the Community Hub when it was first set up was to help provide vital support to shielded residents (along with others who also need support), and even though the guidelines for those shielding has changed, we want all of our residents to know we’re still here to provide support and advice. The hours have changed due to demand, so it’s no longer open over the weekends and now reflects standard office hours of Monday to Thursday 8.30-5pm and Fridays 8.30-4.30pm. A summary of the number of COVID-19 cases across Oxfordshire, broken down to district level, is available on the following website and will be updated on a weekly basis each Wednesday: www.oxfordshire.gov.uk/stopthespread. To contact the Community Support Team: call: 01235 422 600 Monday to Thursday 8.30-5pm and Fridays 8.30-4.30pm email: communitysupport@southandvale.gov.uk. Remember, for the most up-to-date coronavirus information relating to district council support and any changes to services, please take a look at the dedicated Vale webpage for updates: www.whitehorsedc.gov.uk/covid19 New funding available for volunteer groups and organisations to help vulnerable residents affected by Covid-19 Voluntary and community sector groups in South Oxfordshire and the Vale of White Horse can apply for a share of nearly £90,000 to help people affected by Covid-19 in the districts. The Vale of White Horse District Council has £43,077 to provide funds for voluntary and community sector projects that are delivering essential services to vulnerable residents in the districts who are struggling to afford food and other essential provisions as a result of COVID-19. Voluntary groups and organisations can now apply for grants of up to £5,000 to go towards:

• projects directly helping vulnerable people affected by the effects of COVID-19, such as providing access to food and other essentials e.g. toiletries;
• existing schemes supporting people struggling to afford food and other essentials, and where the need is greatest; • projects advising and providing information to people to help them access longer term support they might need, such as benefits;
• projects that provide targeted support in areas of greatest need and deprivation, including rural areas.

Town and Parish Councils who are collaborating with un-constituted third-party groups e.g. COVID-19 community response groups, mutual aid groups will also be eligible to apply. The scheme is now open, and applications will be assessed on a rolling basis. The first deadline for applications was midnight on Tuesday 15 September 2020, but further rounds will be assessed every two weeks thereafter, and the scheme will remain open until the funds are spent, so early applications are encouraged. It is anticipated that funds will be spent by 31 October 2020. To apply, please read the application guidance notes before completing the online form which you can find here: http://www.whitehorsedc.gov.uk/services-and-advice/community-advice-and-support/grants . If you require any further information or have any queries, please contact the Community Connector Team at communityconnectors@southandvale.gov.uk

Climate and Environment B4493 Proposed Roundabout Design

We have been very encouraged to see how so many residents have engaged with this opportunity to proactively push for the changes in cycling infrastructure that you would like to see. We would like to thank all of the residents from Harwell and the surrounding area who have contacted us recently regarding the proposed design of the B4493 roundabout between Harwell and Didcot, as part of the plans for the Valley Park development. We acknowledge the concerns of residents regarding the accessibility of this roundabout for cyclists, who would have to divert a long way down the adjacent roads in order to safely cross the roundabout. It is clear this design needs to be reviewed and we can assure residents that we are currently raising this issue with the relevant decision-makers at all levels of local government (including recently meeting with our MP to discuss this and other issues around Valley Park). We brought these examples of much-needed changes in cycling infrastructure in the local area to the latest Vale full Council meeting in July. This formed part of the debate on a motion on active travel post-COVID, which was seconded by Hayleigh, and successfully passed. Although we have already been discussing the issues around cycling with our county councillor at every opportunity, this motion empowers the Vale to continue to put pressure on the County Council and to keep active travel as a key priority in future projects and plans. The video of the July council meeting, which was the first one to be held virtually, is available to watch online (the Active Travel motion begins at 1:37:40): https://www.youtube.com/watch?v=qKUm1nUEf04   Cycle September Staff and councillors at the Vale are taking part in Cycle September – a global event with a friendly competitive element, to help more people realise the benefits of riding a bike. We know that there are many keen cyclists among you so we thought that you might like to get involved as well, and encourage others to do the same. Throughout the month you can earn points by riding and encouraging others to ride too by logging on to this website https://www.lovetoride.net/uk . During September, the council will also be encouraging residents to get out on their bikes via our social media platforms. On the subject of cycling, here is a reminder of the Active Travel plans the County are working on across Oxfordshire that will benefit many cyclists in our districts: https://www.oxfordshire.gov.uk/residents/roads-and-transport/activetravel Business Support Discretionary Business Grants Across South and Vale we’ve given out well over £1.5 million in Discretionary Business Grants. Last Friday was the deadline for applications to the fund and we’re pleased to say we’ve now paid out to all the successful applicants. The fund was provided to us by the government to help support small and micro-businesses affected by Covid-19, particularly those not eligible for other business grants. Over the last four months our Economic Development and several other departments have worked incredibly hard to process the applications and make the final payments quickly. In the Vale of White Horse – 55 micro and small businesses each received a £10,000 grant – a total of £550,000. Car Park charges – Vale Cabinet puts local business recovery first Vale of White Horse District Council’s Cabinet has prioritised supporting local businesses recovering from COVID-19 ahead of addressing the council’s own longer-term financial pressures in deciding about changes to car park charges across the district. Earlier this month, Cabinet considered a range of options for the district’s council car parks. After listening to feedback from local residents and businesses, Cabinet members unanimously agreed to retain two hours free parking across the district in order to ensure that town centre shops and cafes can continue to benefit from the scheme while they recover from the pandemic.

Council Matters Leisure Centres phased opening plans You’ll be aware that we’re opening the district’s leisure centres in phases with our partners at GLL– it’s worth bearing in mind that given the changing national situation with the Covid-19 pandemic, the activities and facilities available at a given leisure centre may need to change, be temporarily closed or have occasional changes to opening hours and/or services. These changes are made in accordance with the latest guidance from the government, Sport England and Swim. GLL’s “Better” website lists the latest information on opening hours and services. Residents are advised to visit the website and follow GLL on twitter for the latest information. Housing update – ban on evictions The ban on landlords evicting their tenants in England and Wales has been extended until 20 September taking the total ban to six months. Our housing team continue to work with residents and advise them of their rights in this ever-changing situation. You can find the full government guidance here Vale Cabinet Re-organisation Leader of the Council, Cllr Emily Smith has made some changes to the Vale’s Cabinet that came into effect on 1 September. You can read her public statement on the changes on our website here. The new cabinet member responsibilities are below:

• Councillor Emily Smith: Council Leader
• Councillor Debby Hallett: Deputy Council Leader and Corporate Services and Transformation • Councillor Andy Crawford: Finance and Corporate Assets
• Councillor Neil Fawcett: Strategic Partnerships and Place
• Councillor Helen Pighills: Healthy Communities
• Councillor Judy Roberts: Development and Infrastructure • Councillor Bethia Thomas: Community Engagement
• Councillor Catherine Webber:

Climate Emergency and Environment Planning for the Future consultation

The government has started its consultation to overhaul the planning system and reform the way development is allowed. Its stated aims are to streamline processes, achieve community engagement early in the process and increase the use of technology in consultation and provide interactive maps, so it is more open and transparent. It suggests the reforms will drive our economic recovery, help build green, high quality homes and develop a framework of national green infrastructure standards. Proposals include:

• a 30 per cent discount to homes sold through the First Homes system with an emphasis on key workers
• scrapping Section 106 agreements and introducing a new National Infrastructure Levy, with local decision making on infrastructure spending.
• every area across England will have a Local Plan and can develop design guidance and/or codes, which will be binding on development decisions
• strengthening planning enforcement and sanctions through a rule-based system.

There is a lot of discussion in the press about the proposed reforms, but we encourage you to read the consultation paper, link below, and get your comments to the Government by the deadline, 29 October 2020. https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/907647/MHCL G-Planning-Consultation.pdf

New council websites go live

At the end of last week, we soft-launched our new council websites to gather public feedback, and we’d love to know what you think of them. Visitors to our existing website will be given the chance to visit the new sites and offer feedback via an online form – if you’d like to try the sites out, please head to the relevant page below: South Oxfordshire Vale of White Horse Do you have any events planned in your area? We manage a local Safety Advisory Group, which has members of the emergency services, county and district councils to help give advice to event organisers to ensure their event takes place safely. If you know of any events happening in your community this year such as open fairs on private land, public firework displays, Remembrance Day parades/gatherings or Christmas events open to the general public, please would you provide the event organiser details via events@southandvale.gov.uk and we will make contact to gather the information required to pass on to the relevant members of the group. As mentioned previously, we are unable to provide specific advice on COVID-19 safety at events. Event organisers will need to make themselves aware of current government guidance to manage their event and use their health and safety risk assessments to cover both general risks and those specifically for COVID-19. Please see our update on 19 August for more information and guidance. Oxfordshire Investment Plan The Oxfordshire Local Enterprise Partnership (OxLEP) has finalised its Oxfordshire Investment Plan, which – among other things – promises to deliver 24,500 new jobs to the county. The Investment Plan takes forward some of the ideas set out in the Local Industrial Strategy and turns them into a programme of actions until the year 2030. The portfolio promises to deliver at least:

• 24,500 new jobs (gross fulltime equivalents);
• 344,400m² of new commercial and innovation floorspace; • 29,400 new homes (based on existing local plans and the Oxfordshire Housing & Growth Deal);
• 2,700 qualifications (NVQ4+ and Apprenticeships); and
• support for over 41,000 adult and young learners. OxLEP will now engage with Ministers and officials as part of government’s preparations for the forthcoming Comprehensive Spending Review and development activity in support of the Oxford-Cambridge Arc programme.

Attendees:- Cllrs B Shaw (Chair/BS), P McLaughlin (PM), D Beckles (DB), Miss E Cooper (Clerk/EC)

 

1. Apologies for absence

Cllr B Heneghan was not present.

County Councillor M Fox-Davies & District Councillors S Medley apologised in advance.

 

2. Declarations of interest in the items on the agenda

None declared.

 

3. Approve the minutes of the following meetings & note any matters arising: –

UPC 21.05.20

UPCX 09.06.20

Council voted unanimously to accept both sets of minutes.

 

4. Report from the County Councillor

Received in advance of the meeting and at Appendix A below.

 

5. Report from the District Councillor

Received in advance of the meeting and at Appendix B below.

 

6. Representations from the public

None present.

 

7. Update on the community response to the Coronavirus & it’s impact on the village

No update was made available for the meeting.

The re-opening of play areas was covered later in the agenda.

 

8. To report on outstanding actions carried forward from previous

meetings:-

 

No.		Action Points from this Meeting		When By
1		Clerk to action storage/recycling/destroying of UPC held physical documents at the earliest opportunity.		TBA
2		PM to issue draft ground plan of new toddler play area.		Actioned
3		Clerk to contact JR re historic documentation hall for village hall & progress on village ‘welcome pack’.		September meeting
4		Clerk to investigate potential costs of additional bins/black bags for collection of rubbish left on the rec.		Actioned
5		Clerk to provide details of contractors for new toddler play area grounds work. BS to arrange site visits as appropriate.		Actioned   Pre Sept meeting
6		BS to contact GDeW re ground work in old toddler play area.		ASAP
7		BS to speak to volunteer group for reinstatement of regular play area inspections.		ASAP
No.	Action Points from May Meeting			When by
3	BS to start formulation of requirements for 5-year plan consultation			Actioned.
No.			Action Points from March Meeting	When by
2.			Clerk to look at adding Emergency Measures to the SOs.	Ongoing
9.			BH to write para for Upton News for volunteers for Speedwatch.                BH to confirm if actioned ASAP.	O/S
No.		Action Points from previous meetings		When by
1.		BH to speak to Bob Lott regarding the pump track resurfacing & costs.       BH to confirm if actioned ASAP.		C’fwd from March
2.		BH to contact Cllr H Gascoigne for an update on tree records held by the DC.    BH to confirm if actioned ASAP		O/S

  

9. To ratify or agree the council’s response to the following planning applications:-

9.1 P19/V3305/HH Amendment no.2, Vale House, High Street Upton

Bat emergence & re-entry surveys 26.06.20. Email sent Planning 15.7.20 as no paperwork

details nor deadline received. In an email dated 23.7.20, Planning confirmed that no

response was required from Council to this application.

 

10. Update on UPC Finances and Administration

10.1 Update on Lloyds bank account matters

Clerk had recently confirmed to council that Lloyds had accepted recent mandate & sent

out online banking instructions for new signatories. Lloyds had also confirmed a total of

£210 in compensation for their poor service over the past 12 months.

10.2 Other financial or administration updates

The clerk confirmed that CPF money had also been received in to the account on

8.7.20 of £1875. This fund is to help pay for ground work for the new toddler play area.

10.3 Agree the payments detailed in the table below.

Council unanimously agreed to all payments. BS proposed & council agreed that the

salary budget be increased by 10% with immediate effect, as pay agreements were still

pending.

 

Date	Payee	£
28.06.20, 28.07.20	Clerk’s salary SO [LGA1972 s112(2)]	Not publicly disclosed
23.07.20	Clerk’s expenses [LGA1972 s112(2)]	£79.59
June, July	HMRC PAYE SO £44.80pm [LGA1972 s142]	£89.60
19.06.20, 19.07.20	Microsoft Office365 June & July DD @£3.80pm [LGA1972 s111	£7.60
30.06.20	A Hamey – Garage doors fitting [LGA1882 s8(1)(1)]	£400.00
13.07.20	Kalehurst full service [LGA1972 s137]	£179.00
	TOTAL	£755.79 + Clerk’s salary SO above +*

 

10.4   Receipts

Bank interest June .52p, July .57p

10.5  To sign off bank reconciliation to date

Provided in advance of the meeting. To be physically signed at a later date

10.6   Agree a storage policy for council records

The council unanimously agreed the following:-

10.6.1 Historic records

UPC historic records should be sent to the Oxford Historic Centre (OHC) as

soon as practicable.

10.6.2 Planning records

All paper planning records held should be recycled/destroyed as appropriate at

the earliest opportunity. Clerk to gain permission to access the meeting room of

the village hall. DB offered to assist in this task.

 

10.6.3 Other information held

To remove to OHC, keep, recycle or destroy any other information held in

accordance with OALCs list of documents.

 

11. Update on the recreation ground Play Areas

11.1 Toddler play area (old)

– risk assessment

– inspection

– remedial work

– signage

– ground clearance / mowing

– official re-opening

BS to open discussions with the volunteer group regarding the grounds work required in this

area, before inspections and risk assessments can be carried out. Play area to remain

closed until further notice.

11.2 Adventure play area

– risk assessment

– inspection

– remedial work

– signage

– official re-opening

An initial inspection was carried out on 23.7.20. PM to action minor repairs identified. When

these are complete, a risk assessment and further inspection are required. New  signage was on order and the play area would be officially re-opened as soon as possible.

BS also speak to volunteer group regarding reinstatement of regular inspections.

 

12. Update on the maintenance of the recreation ground

12.1 Grounds maintenance

Grounds maintenance of the main recreation area was ongoing. Consideration was also

given to the closing of the gate at night to prevent unsocial use of the rec after dark. BS

proposed closure at 9pm and reopening at 7am and volunteered to be ‘gatekeeper’. Formal

notification will be made via Upton News in due course.

12.2 Replacement fence

The council has to date met with one contractor to inspect the area and give guidance on

the best replacement fencing with a guide price of £5k (for fencing alone). Installation & tree

work is also required.

12.3 Litter / bins

A discussion took place as to whether to provide more bins and/or black bags for collection

of rubbish left on the rec. Clerk to investigate potential costs.

 

13. Update on the ‘rec regeneration plan’

13.1 Toddler play area (new)

PM to issue draft ground plan of new toddler play area. BS to look at contractors for

ground work. Clerk to supply contractor details.

13.2 Pump track

Any planned works on hold pending further investigation in to upkeep costs.

13.3 Grounds maintenance contractor

Any additional help from outside contractors on hold pending talks with the volunteer group.

13.4 Any other areas requiring attention within the recreation area

All areas covered.

 

14. Update on car park extension project

This project has been on hold during the pandemic. However, further investigation work is

planned as to how many spaces could be gained from an extension & in what area, together

with cost estimates. This, together with play areas plans will be in a village-wide

questionnaire, currently being devised, for all to have their say.

 

15. Update on UPC IT

15.1 Village web site

PM to change ‘Contact Us’ element as this is currently going nowhere, also to introduce an

auto response.

15.2 Any other IT related update

None.

 

16. Update on proposed Speed Watch activity in Upton

In the absence of BH no update was given.

Clerk confirmed that Blewbury Parish Council had purchased necessary equipment and

installed TVP speedwatch area signs at the entrance to the village. To confirm costs of TVP

signs to council.

 

17. Update on information gathered on the history of the rec & village hall

& any subsequent actions required

No update was given. Clerk to contact JR.

 

18. Discuss any required plan of action to:-

18.1 Create a new five-year parish council plan

BS confirmed that the first draft of this plan was nearing completion & would be sent to

council for comment ASAP.

18.2 Revise the existing Parish Plan (last 2015/16)

This will be under consideration following the completion of the five-year plan and village-

wide consultation.

 

The meeting concluded at 9pm.

 

Date of next meeting:-

 

Thursday 17^th September 2020 at 7.30pm via an e-conference system 

 

 

Appendix A

 

REPORT TO UPTON PARISH COUNCIL JULY 2020

FROM CLLR MIKE FOX-DAVIES

Over the past few weeks, we have been able to support the gradual easing of lockdown restrictions. This has meant residents have been able to visit their household waste recycling centres, schools have been able to accept more pupils, and town centres and high streets have been able to reopen.

On 4 July much of the hospitality, culture and leisure sector will restart, albeit with social distancing in place. This will bring more challenges for many of our services. However planning for this is already well underway and we are confident we will be able to support this next phase of recovery.

Libraries and registration offices

We will be gradually reopening our libraries and registration offices during the coming weeks and months. We are planning a phased approach to the reopening of public buildings, with every precaution being taken to make sure this happens safely for our staff who will work in them and members of the public who visit them.

Safety measures to support shoppers

A host of safety measures are in place across Oxfordshire as non-essential shops continue to reopen safely. Government advice requires shops to display a poster in their entrance confirming they have read and implemented its “Five Steps to Safer Working Together”. This includes carrying out a COVID-19 risk assessment and taking all reasonable steps to maintain a two-metre distance in the workplace.

In the public realm, people will notice signage to remind them to socially distance and changes such as increased pavement space and one-way systems for pedestrians on narrow streets. We have been working closely with Oxfordshire’s five district councils and the city council to facilitate changes the to road network to help support our town centres to thrive once again.

Oxfordshire County Council signs agreement for £218m with Homes England

This sum of £218m (towards infrastructure costs of £234m) will deliver:

• Widening the A4130 from A34 Milton Interchange towards Didcot from single to dual

carriageway;

• A new Science Bridge over the A4130, Great Western Railway Line and Milton Road

into the former Didcot A Power Station site;

• A new Didcot to Culham bridge between the A4130 and A415; and
• A Clifton Hampden bypass

The new infrastructure not only provides opportunities for sustainable travel along the new routes but enables traffic demand management measures to be implemented elsewhere to prioritise non-motorised traffic, where appropriate. Active travel by walking and cycling has been carefully planned into the schemes and each provides new opportunities to connect areas of employment and housing for those on foot and bike using existing public rights of way.

Priority Fund

I confirm we have processed Upton Parish Council’s Councillor Priority Fund

application regarding the activity Re-siting & re-fitting of toddler play area and

decommissioning of old toddler play area.

I confirm the amount being paid is £1,875.00

 

Appendix B

 

Upton Parish Council – Thursday 23rd July 2020

Report from District Councillors

Cllr Hayleigh Gascoigne and Cllr Sarah Medley

It is still hard to believe how much things have changed in the past four months. Just as we had started to adapt to lockdown life, it seems that the Government are now easing the restrictions at pace. As we try and adapt to the “new normal”, we hope that you and your families are keeping well, staying safe and taking on the changing

situation at a pace which suits you. We’re now looking ahead at a summer period without the usual village events that we all so enjoy – last year’s Upton Village Fete already seems like a distant memory! However, we hope that Upton residents are still able to make the most of the sunny weather over the next few months, by spending quality time with family and friends in a socially distant way. As the council itself is now also returning to a new kind of normal, we’ve decided to stop our regular coronavirus – focused updates and return to our monthly updates in the form of newsletter articles and parish council reports. We will of course continue to keep you updated on the council’s response to COVID-19 through these monthly updates,

as well as on our dedicated councillor Facebook Page: Cllrs Hayleigh Gascoigne & Sarah Medley. As always, please do not hesitate to get in touch with any issues or concerns – our email addresses are

hayleigh.gascoigne@whitehorsedc.gov.uk and sarah.medley@whitehorsedc.gov.uk.

Coronavirus Update and Community Support

Key messages from the Vale

Residents:

• We’re all responsible for preventing local outbreaks and keeping Oxfordshire safe
• Don’t let the virus spread – keep your distance, wash your hands, stay alert
• Our safety is in our own hands
• Lockdown may be easing, but don’t go easy on the virus
• We’re at Alert Level 3, which means a COVID-19 epidemic is in general circulation

Businesses:

• Businesses play an important role in keeping their staff and customers safe and helping prevent the spread

of the virus.

• We’re all responsible for preventing local outbreaks and keeping Oxfordshire safe.
• We’re at Alert Level 3, which means a COVID-19 epidemic is in general circulation.

Community Hub still available

To contact the Community Support Team call: 01235 422 600

email: communitysupport@southandvale.gov.uk

Lines are open 9am to 6pm Monday to Saturday.

Both the council staff and community groups have responded positively to the challenges of this crisis to make sure our vulnerable residents receive the support they need. Amazing work is being done by the volunteer groups in our communities, including Upton, as well as the staff at the Vale who have done what they always do, which is pull together, be solution focussed and support each other. Whilst we don’t know how long the UK’s response to and recovery from COVID-19 will take, we do know it’s likely to be some time so the Vale of White Horse District Council is making some changes to its community hub services to make sure the response is sustainable over the coming months: Lines will now be open from Monday to Saturday, 9am to 6pm.

Minutes of the Upton Parish Council meeting held on Thursday 21st May 2020 at 7.30pm via an e-conference system. 

In attendance:- Cllrs B Shaw (Chair/BS), D Beckles (DB), B Heneghan (BH), P McLaughlin & Miss E Cooper (Clerk/EC)   

 

1. Apologies for absence 

Received in advance from Mrs J Reid (UVHAT/JR) 

 

2. Declarations of interest in the items on the agenda 

None declared. 

 

3. Approve the minutes of the following meetings & note any matters arising:-   

       UPC 19.03.20 

     Council unanimously approved the above minutes with no changes.  

 

4. County Councillor report (see Appendix B below) 

Cllr MF-D advised the council to apply for this year’s Councillor Priority Fund. Clerk to complete form. 

 

5. District Councillor (see Appendix C below) 

 

6. Representations from the public  

A member of the public joined the meeting at 9pm. 

 

7. Result of the casual vacancy (expired 14.05.20) 

No applications for the vacant posts within the parish council were received by the District Council. The parish council is therefore free to co-opt suitable applicants.  

 

8. To hear an update on the community response to the Coronavirus & it’s impact on the village 

      JR provided an update in advance of the meeting. JR reported that the Whatsapp group was 

      working well in terms of community help in the village. Other communication methods were 

      also working well. The District Council continues to offer additional help and support (see 

      Appendix C below). 

 

9. To report on outstanding actions carried forward from previous

      meetings:- 

 

No.	Action Points from this meeting	When by
1.	Clerk to complete Lloyds paperwork, obtain signatures & return to Lloyds Bank	ASAP
2.	PMcL to check & repair signs & tape to play areas as appropriate.	ASAP
3.	BS to start formulation of requirements for 5-year plan consultation	July meeting
4.	Clerk to complete CPF form	ASAP

 

No.		Action Points from March Meeting	When by
1.		JR to look into previous Welcome to the Village’ pack.	C’fwd
2.		Clerk to look at adding Emergency Measures to the SOs.	Ongoing
3.		Peter to confirm any immediate remedial actions to play area equipment.	Ongoing
4.		Clerk to nominate other contractors to quote for new toddler play area.	C’fwd
5.		JR to look into documentation held by UVHAT concerning the village hall / PC history	C’fwd
9.		BH to write para for Upton News for volunteers for Speedwatch.	On hold
No.	Action Points from previous meetings			When by
	BH to speak to Bob Lott regarding the pump track resurfacing & costs.			C’fwd from March
	Clerk to pursue Defib training			On hold
	PMcL to draft the start of a re-located toddler play area.			On hold

 

 

10. To ratify or agree the council’s response to the following planning applications:- 

        10.1 P20/V672/HH Thistledome, Stream Road, Upton 

           Single storey side extension, front extension, single storey side extension, single storey 

           rear extension. Deadline noon 06.04.20. 

           UPC voted no objections to this consultation. 

        10.2 P19/V3240/HH Amendment 1, Stowe House, High Street, Upton 

          UPC voted no objections to this amendment. 

        10.3 P19/V3307/HH Vale House, High Street, Upton 

          Part 2-storey, part single storey side & rear extensions. 

          Deadline 18.04.20. UPC voted no objections to this consultation. 

          Planning approved 01.05.20 

       10.4 P20/V0770/HH Littlecote, High Street, Upton 

          Garden Store. Deadline 26.04.20 

          UPC voted no objections to this consultation. 

       10.5 P20/V0885/LB Owlscote Barn, High Street, Upton 

          Minor revisions to LB consent to annex outbuilding. 

          Deadline 06.05.20 

          UPC voted no objections to this change. 

       10.6 P19/V2998/HH Lattons, High Street, Upton 

          Alterations & two storey & single storey extensions. Re-siting of driveway access. 

          Deadline 22.05.20 

          UPC voted to maintain its previous response of ‘no objection’ with comments on the 

          siting of the driveway. 

       10.7 P20/V0770/HH Amendment 1, Littlecote, High Street, Upton 

          As amplified by further information regarding trees (root protection). 

          This consultation required no response from the PC. 

        

11. Update on UPC Finances

  11.1  Update on Lloyds Bank accounts 

            Lloyds Bank has to date not followed instructions to change signatories on UPC’s bank 

            account. Compensation & apologies have been received from Lloyds Bank who will 

            action when further papers received. Lloyds require a Resolution to be signed, 

            allowing a PC signatory to agree to the required changes. A copy of the resolution is at 

            Appendix A below. Council unanimously agreed to the resolution. BS proposed the 

            member of the public who joined the meeting at 9pm as the required witness. This was 

            seconded by PMcL. Clerk to complete paperwork, obtain signatures & forward to 

            Lloyds Bank. 

   11.2  Ratify the agreement made by email to proceed with a quote for replacement garage 

            doors from Mr A Hamey in the sum of £1000 on the grounds of safety & security. 

            The council unanimously confirmed its agreement to proceed with the quote, & the 

            subsequent payment of £600 for the manufacture of the doors. The fitting of the doors 

            is delayed due to current circumstances. 

        11.3  Agree the following payments:- 

                 Additional notes:-  

1.   Expenses 

                 The council unanimously agreed to the Clerk’s revised expenses in the sum of 

                 £152.22, due to the receipt of further expenses since the agenda was issued. Council 

                 also agreed to expenses in the sum of £9.79 for PMcL being submitted. 

2.   Liability insurance 

                 Council unanimously agreed to accept the 3-year agreement with Came&Co.  This sum 

                 was amended to £686.60 for the first year, which includes a £50 admin fee. 

3.   Council unanimously agreed to accept the revised budget for 20/21 issued by the 

                 Clerk on 12.05.20, which makes allowances for the current situation. 

 

Date	Payee	£
28.04.20,28.05.20	Clerk’s salary SO	Not publicly disclosed
21.05.20	Clerk’s expenses	£152.22
Apr, May	HMRC PAYE SO (@£44.80pm)	£89.60
19.04.20, 19.05.20	Microsoft Office365 Apr & May DD @£3.80pm	£7.60
01.06.20	UPC annual liability insurance with Came&Co – 3-year agreement	£686.60
30.03.20	Kalehurst motor mower service	£370.55
04.05.20	Motor Mower annual insurance with NFU  Paid 047.05.20, to be ratified.	(inc in clerk’s expenses above)
31.03.20	A Hamey – Garage doors build  Paid 31.03.20, to be ratified	£600.00
21.05.20	PMcL expenses	£9.79
	TOTAL	£1916.36 + Clerk’s salary SO above +*

       

       11.4  Receipts 

                Precept 1st half 01.04.20 £5068.00 

                OCC CIP £1435.95 

                Bank interest (Apr, May) 56p, 57p 

                VAT repay £48.00  

 

      11.5   Sign off bank reconciliation to date 

                Provided in advance of the meeting & agreed by the Chair. To be physically signed at 

                a later date. 

       

12. Update on the Play Areas maintenance, upgrades and inspections

      Council agreed that the play areas remain closed at this time. PMcL agreed to check & repair 

      signs & tape to these areas as appropriate. 

        

13. Update on the ‘rec regeneration plan’ 

      13.1 Toddler play area 

      13.2 Pump track 

      13.3 Grounds maintenance contractor 

      13.4 Any other areas requiring attention within the recreation area 

              Re 13.1 – 13.4 above, Council agreed that any decisions on major work could not be 

              taken at this time & that further consultation was required to build on the work carried out 

              to date. Council noted the work of the volunteer group in maintaining the rec & other 

              green areas around the village. Council also noted reports of detritus left on rec by 

              visitors. Council to further consider proposals to help alleviate this problem. 

 

14. Update on car park extensionproject  

      Council agreed that no decisions on major work could be taken at this time. 

 

15. Update onUPC IT 

       15.1 Village web site 

               PMcL reported that this was running well. 

       15.2 Implementation of UPC email addresses 

               New PC email addresses had been proposed. These would be tested & a go live date 

               agreed. 

        

16. Update on proposedSpeed Watch activity in Upton 

      BH reported no volunteers due to current situation. To be readdressed at appropriate point in 

      the future. 

 

17. Update oninformation gathered on the history of the rec & village hall 

       & any subsequent actions required  

       JR & EC reported that information continued to be sourced. 

 

18. Discuss any required plan of actionto:- 

      18.1 Create a new five–year parish council plan 

              BS agreed to be the lead on this & would incorporate all current activity. The plan would 

              also include a village wide survey (to be devised). 

      18.2 Revise the existing Parish Plan (2015/16) 

              Council agreed to consider the need for this following 18.1 above. 

 

19. Formally agree the following:- 

       19.1 The cancellation of this year’s Annual Parish & Annual General Meetings due to the 

               Covid-19 situation. 

               Council unanimously agreed. 

       19.2 That all future meetings will be held virtually until further notice 

               Council unanimously agreed.  

 

 

The meeting concluded at 9.30pm. 

 

 

Date of next meeting:- Thursday 23rd July 2020 at 7.30pm 

Appendix A 

Council Resolution 

At a full meeting of Upton Parish Council of Upton village, Oxfordshire, held on Thursday 21st May 2020, the following resolutions were passed in accordance with the council’s Standing Orders (Jan2020), item 14. Resolutions Moved on Notice: 

1. That the following person(s) be appointed as new signatories to all accounts:

Full Name: Mr Benjamin James Howard Shaw 

Full Name: Mr Peter McLaughlin 

Full Name: Mr David Beckles 

3. That the following person(s) be removed as authorised signatories from all the accounts:

Full Name: Mr Stuart Fraser 

Full Name: Mr Ian Sykes 

Full Name: Mr Brendan Heneghan 

For the aforementioned changes to take effect upon the Bank’s receipt of this resolution. 

We hereby certify that the above resolution is in accordance with the Parish Council’s Standing Orders (Jan2020). 

 

 

Appendix B 

 

REPORT TO UPTON PARISH COUNCIL MAY 2020 

FROM CLLR MIKE FOX-DAVIES 

Following the past period of lock-down, this is the start of the New Normal! 

This report includes some items that may have been repeated in other arenas, but I have tried to exclude those regularly featured in the press. 

New COVID-19 testing sites 

As part of the Department of Health & Social Care’s (DHSC) intention to widen access to Covid-19 testing through Mobile Testing Units (MTUs) run by the military, Thames Valley Local Resilience Forum (TV LRF) has been working closely with each partner local authority to identify, select and develop suitable MTU sites. There are around 5 sites currently either operational or under active consideration in Oxfordshire. I’m pleased to say that the following sites have been approved by the Department of Health & Social Care as a Mobile Testing Unit (MTU) for Oxfordshire and its communities:  

• Carterton Leisure Centre 
• Chipping Norton New Street Car Park 
• Didcot Civic Centre 
• Banbury Bodicote House 

• Bicester Village 

Bookings for these testing sites will be managed in line with current DHSC guidance. Further information can be found at the .gov.uk site  

Councillor Priority Fund update 

This week the council has paid £6,675 in total to help support COVID-19 specific applications as agreed by councillors, with a running total of £36,255 since the fund opened. This week we have fulfilled applications from  

• A first steps families hub, helping families with children aged 0-5. 

• Food provision and community support for a parish council and village charity. 
• A youth club, providing support and entertainment for children and young people during lockdown  

Our team is ready to process new applications as soon as they come in. The application form for the 20/21 Councillor Priority Fund and guidance on how to apply is on our website at oxfordshire.gov.uk/councillorpriorityfund. 

Re-opening of Oxfordshire’s Household Waste Recycling Centres 

Oxfordshire’s HWRCs will re-open on 18 May. OCC want to manage their re-opening sensitively so the sites can operate safely, do not become overwhelmed or impact negatively on travel.  

Please emphasise that Government guidance says that trips to an HWRC should only be made if ‘essential’ – that is if the waste cannot be stored safely without harm to health. The Government guidance states: “It would be reasonable for residents to undertake a journey to a HWRC if the waste or recycling could not be stored safely at home or disposed of through other legitimate routes such as a dedicated collection. By this we mean that the waste/recycling could not be stored on their property without causing a risk of injury, health or harm to the resident or other members of their household or harm to public health and amenity.”  

OCC will begin a proactive communications to residents at the beginning of next week and a full list of FAQs is now live on our website: www.oxfordshire.gov.uk/wastereopenquestions. If you have any questions about the re-opening of Oxfordshire’s HWRCs please contact the waste management team on wastemanagement@oxfordshire.gov.uk 

Road repairs still rolling 

Miles of Oxfordshire road are getting a new lease of life as work to deliver the county council’s massive spring and summer list of repairs is continuing at pace. Having just completed 110 miles of surface dressing across the county, our road crews are now turning their attention to three structural patching projects at: 

• Spring Lane, Watlington 

• Manor Road, South Hinksey 
• A417 Challow Road, Wantage  

There is also a programme of safety schemes starting in mid-May to resurface the following roads: 

• B4027 Milford Bridge 
• B4030 Steeple Barton 

• A4095 North Leigh (Boddington Lane) 
• London Road, Wheatley 
• Southwold Ln Rbt, Bicester 
• A4185 Rowstock Rbt  

Transport and Infrastructure work will be key to the country’s economic recovery and this work is all part of the county council’s promised £32m repair pledge. Although the use of the roads has fallen dramatically in recent weeks, please remind your communities they can still report safety-related problems with public highways, such as potholes, directly to the county council via https://fixmystreet.oxfordshire.gov.uk/ 

Libraries open for online business 

While our library buildings may be closed, we want to remind residents our digital library service is very much open for business. We are offering 1000s of eBooks, eAudio, newspapers and magazines to borrow for free and we’ve even got a music streaming service, with over 60,000 albums. Residents can get involved and discover everything on offer at www.oxfordshire.gov.uk/libraries. We’d also encourage them to head over to our Oxfordshire Libraries’ Facebook page for our weekly Bloomin’ good book club and songs and stories to entertain the younger members of the family from our fantastic library service team.  

Refreshed coronavirus webpages and new easy read COVID-19 guide 

The county council’s coronavirus webpages have been transformed to provide a more accessible hub of information. The new look pages are easier to navigate and provide up-to-date information.  

Local Economy and Business 

District and City Council colleagues are continuing to work incredibly hard to communicate and action the significant changes that are being developed by Government to support residents, the economy and businesses through COVID-19.  

A recent key focus for our district council and city council colleagues has been on actively contacting businesses that are yet to submit their details for grant support in response to COVID-19, including those who already receive 100 percent rate relief. If you are aware of any business that may benefit from funding support and has yet to apply, please point them towards the local council website. Here they can find more information, confirm their eligibility for a Business Grant and apply.  

Quick links are below: 

• Cherwell District Council 
• Oxford City Council 

• South Oxfordshire District Council 
• Vale of White Horse District Council 
• West Oxfordshire District Council 

 Self-employed people in urgent need of financial assistance are being advised by the Government to apply for Universal Credit and Council Tax Reduction. This will provide them with support until a grant for the self-employed becomes available in June.  

Scam awareness for business 

At a time when Oxfordshire businesses are already facing challenges posed by COVID-19, the proliferation of related scams directly targeting business are adding further strain. We are supporting Businesses Against Scams, a new element of the successful Friends Against Scams initiative, run by National Trading Standards. They provide free online training to protect and prevent businesses, employees and customers from becoming victims of scams. Please help us to promote this initiative  www.friendsagainstscams.org.uk/ 

Full Council 

Democracy in Oxfordshire has passed a landmark moment with committee meetings being staged electronically for the first time ever and our first virtual Full Council meeting took place on Monday 4 May at 10:30 through MS Teams. 

 

Appendix C 

 

Hello from Hayleigh & Sarah 

Coronavirus Update from your Local District Councillors 

Saturday 23rd May 2020 

Hello! On what is now the third bank holiday weekend in recent months, we hope that you are keeping well and able to enjoy the weekend whilst staying safe. Although the lockdown restrictions have eased slightly since our last update, this means that is more important than ever to take care when you are out and about, being mindful of keeping a safe distance from others and still staying home as much as possible. There is more specific guidance on what you can and cannot do on the government’s Coronavirus FAQ webpage. As everyone adjusts to the “new normal”, note that there is still support available for those who need it. We are currently helping our fantastic local community volunteer groups to investigate more longer-term funding for their activities, so that they can continue to provide help as required. The council’s own Community Support Team continues to run their support line for anyone in need, including over the bank holiday: call 01235 422 600 or email communitysupport@southandvale.gov.uk. 

Remember, for the most up-to-date coronavirus information relating to district council support and any changes to services, please take a look at the dedicated Vale webpage for updates: www.whitehorsedc.gov.uk/covid19 

Waste Collections 

A reminder that all of the Vale’s waste collection services are once again up and running, and that Oxfordshire’s recycling centres have also now re-opened to the public. Changes to your bin collection days as a result of the bank holiday are on the table below and the following website: whitehorsedc.gov.uk/bankholiday  

 

Business Support 

New discretionary grants scheme 

The new discretionary grants scheme recently announced by the government will only provide an extra five per cent of funding on top of the money received in the first round of COVID-19 business grants in April. This means that unfortunately it will not provide anywhere near enough cash to support the vast majority of businesses in southern Oxfordshire affected by the COVID-19 pandemic. 

We have received the details of the government’s new discretionary business grants scheme and are currently pulling together a list of businesses that fit the detailed criteria. In line with government guidelines, we are aiming to release funds at the beginning of June and are working at pace to develop an online application based on the prescribed eligibility criteria.  This may take a short while to set up, but will ensure the process is quicker and easier and speeds up decision making so we can make payments to successful applicants without delay. Our business support team will provide ongoing support and guidance to any businesses that aren’t successful in applying for this scheme – this will include signposting them to the government’s COVID-19 loan scheme, which can be processed and paid out very quickly. 

If you have any questions, please email the Business Support team: business.support@southandvale.gov.uk 

Free webinar for businesses in South and Vale 

We have partnered with Graham Ballantyne, Director of the UK Business Mentoring Group, to deliver a free webinar on Thursday to help local businesses with their recovery plans. The webinar will include lots of tips and pointers, along with useful templates, and complementary mentoring sessions. You can find out more information on the South and Vale Business Support website. We’ve also heard that the next Pop-Up business school for Oxfordshire is taking place online in June. There’s more information here.   

The South & Vale Business Support team stays up-to-date on the latest government advice and support, and can advise on rates relief and business support grants. Visit their website for the latest info and to sign up for their e-newsletter: svbs.co.uk, and follow them on Twitter @TeamSVBS. 

Council Tax 

There is no specific update on council tax this time. Where possible, you should continue to pay your bills as normal.  Residents who are currently not being paid, and are struggling to pay their council tax bill, are encouraged to apply for Council Tax Reduction – their account will then be put on hold for 30 days while their application is processed: whitehorsedc.gov.uk/ctrs  

Council Matters 

Remote committee meetings to take place online
South Oxfordshire and Vale of White Horse District Councils are to begin holding council committee meetings online via video conferencing from the end of May. The first virtual meeting of the Vale of White Horse District Council will be the Vale Planning Committee on Tuesday 26 May at 10.30am. 

Councillors will use Microsoft Teams to take part in the meetings and members of the public will be able to watch online via a link which will be published alongside the meeting agenda on the councils’ websites five working days prior to the meeting.  The councils will also publish the link to each meeting via their Facebook and Twitter pages. For details on how members of the public can submit statements or questions to be considered by a committee or council meeting please visit whitehorsedc.gov.uk/meetings. 

Once councillors and officers have got used to the new process and are confident that meetings can be carried out effectively and within the guidelines, the councils will look to introduce online public participation by live video. Following the COVID-19 outbreak and the introduction of social distancing rules in March, the two councils cancelled all their official meetings and acted quickly to focus their efforts on supporting local communities and vulnerable individuals. While the focus remains predominantly on supporting vulnerable residents affected by COVID-19, it is still important to ensure the transparency of local democracy and so the councils have now put in place measures to ensure that meetings can take place again. 

Local News 

County Council cycle projects 

The County Council has launched a newsletter on its Science Vale Cycle Network Project (SVCN), which you can sign up to receive monthly updates about. The first of these projects is to construct a cycle route between Wantage and Harwell Campus, and this is due to start next week on 26 May.  This project will be featured in the newsletter, which will also provide updates on other routes as projects progress. To sign up to the newsletter head to the county council’s transport bulletins page and chose Science Vale Cycle Network from the list – you can also sign up for updates on other transport projects too. 

Take care, stay safe, stay home! 

We will endeavour to keep you updated on the council’s response to the Coronavirus COVID-19 through future newsletters and our dedicated councillor Facebook Page: Cllrs Hayleigh Gascoigne & Sarah Medley. Please do not hesitate to get in touch with any issues or concerns – our email addresses are hayleigh.gascoigne@whitehorsedc.gov.uk and sarah.medley@whitehorsedc.gov.uk.  

Minutes of an extraordinary meeting of Upton Parish Council at 7.30pm on Tuesday 9th June 2020. The meeting was held via an e-conference system. 

In attendance: – Cllr B Shaw (Chair/BS), Miss E Cooper (Clerk / EC), Cllrs D Beckles (DB), P McLaughlin (PMcL), B Heneghan (BH) 

 

1.   Apologies for absence 

      None.  

2.  Declarations of interest in the items on the agenda 

       None declared.  

3. To agree the council’s decisions on the following Planning Consultations:-

       3.1 P20/V1090/HH Sunnyside, Newmans Close, Upton 

       Proposed two-storey extension, two-storey rear extension, loft conversion with rooflights 

       & dormers, alterations to existing window & door openings & new cladding. 

       Deadline 11 June 2020 

       The council voted unanimously no objections to this consultation. 

 

       3.2 P20/V1162/FUL Skippetts Stables, Dene Hollow, Chilton 

       Variation of condition 7 retention of mobile home (see P16/V1646/FUL) 

       Deadline 14 June 2020 

       The council voted unanimously no objections to this consultation. 

 

       3.3 P20/V1185/HH The Pump House, West Hagbourne 

       Partially enclosed porch with pitched roof, brick plinth & timber post, new door. 

       Deadline 17 June 2020 

       The council voted unanimously no objections to this consultation. 

 

4. Results & completion of the internal audit UPC accounts 2019–20 

       Internal audit signed off by Mrs R Caffyn on 1st June 2019. 

       The Clerk reported that the internal audit was completed with no comments to report, 

       other than it was all in very good order. 

       The council agreed to send flowers as a thank you to Mrs Caffyn for her work on the audit. 

 

5.  Annual Governance & Accounting Statements for 19–20 

      The council had sight of the above in advance of the meeting. The council unanimously agreed 

      the Annual Governance Statement & the Accounting Statements for 2019-20.

 

 

6.  Completion of UPC’s audit requirements for 2019–20: – 

      6.1 Certificate of Exemption completion & date of return to external auditors 

      The council agreed to the completion of the Certificate of Exemption. Clerk 

      to obtain Chair’s signature & send certificate to external auditors.  

      6.2 Agree start and end dates of Notice of Public Rights  

      Note: – The usual ‘must include the first 10 days of July’ does not apply for 2020.  

      Period of notice is still 30 working days. 

The council agreed that the Notice of Public Rights should be issued on Wednesday 10th June 

2020, with the dates for the inspection period to be Monday 15th June to Friday 24th July. 

 

 

 

The meeting concluded at 8pm. 

 

      

 

      Date of next meeting:- 

      Thursday 23rd July at 7.30pm. This meeting will be held via an e-conference system. 

Upton Parish Council – DRAFT 

 

Minutes of the Upton Parish Council meeting held on Thursday 21st May 2020 at 7.30pm via an e-conference system. 

In attendance:- Cllrs B Shaw (Chair/BS), D Beckles (DB), B Heneghan (BH), P McLaughlin & Miss E Cooper (Clerk/EC)  

 

 

1. Apologies for absence
   Received in advance from Mrs J Reid (UVHAT/JR)
2. Declarations of interest in the items on the agenda
   None declared.
3. Approve the minutes of the following meetings & note any matters arising:-  
          UPC 19.03.20 
4.     Council unanimously approved the above minutes with no changes. 
5. County Councillor report (see Appendix B below)
   Cllr MF-D advised the council to apply for this year’s Councillor Priority Fund. Clerk to complete form.
6. District Councillor (see Appendix C below)
7. Representations from the public 
   A member of the public joined the meeting at 9pm.
8. Result of the casual vacancy (expired 14.05.20)
   No applications for the vacant posts within the parish council were received by the District Council. The parish council is therefore free to co-opt suitable applicants. 
9. To hear an update on the community response to the Coronavirus & it’s impact on the village
   JR provided an update in advance of the meeting. JR reported that the Whatsapp group was     working well in terms of community help in the village. Other communication methods were also working well. The District Council continues to offer additional help and support (see Appendix C below).
10. To report on outstanding actions carried forward from previous  meetings:- 

 

No.	Action Points from this meeting	When by
1.	Clerk to complete Lloyds paperwork, obtain signatures & return to Lloyds Bank	ASAP
2.	PMcL to check & repair signs & tape to play areas as appropriate.	ASAP
3.	BS to start formulation of requirements for 5-year plan consultation	July meeting
4.	Clerk to complete CPF form	ASAP

 

No.		Action Points from March Meeting	When by
1.		JR to look into previous Welcome to the Village’ pack.	C’fwd
2.		Clerk to look at adding Emergency Measures to the SOs.	Ongoing
3.		Peter to confirm any immediate remedial actions to play area equipment.	Ongoing
4.		Clerk to nominate other contractors to quote for new toddler play area.	C’fwd
5.		JR to look into documentation held by UVHAT concerning the village hall / PC history	C’fwd
9.		BH to write para for Upton News for volunteers for Speedwatch.	On hold
No.	Action Points from previous meetings			When by
	BH to speak to Bob Lott regarding the pump track resurfacing & costs.			C’fwd from March
	Clerk to pursue Defib training			On hold
	PMcL to draft the start of a re-located toddler play area.			On hold

 

 

10. 10.To ratify or agree the council’s response to the following planning applications:- 

        10.1 P20/V672/HH Thistledome, Stream Road, Upton 

           Single storey side extension, front extension, single storey side extension, single storey 

           rear extension. Deadline noon 06.04.20. 

           UPC voted no objections to this consultation. 

        10.2 P19/V3240/HH Amendment 1, Stowe House, High Street, Upton 

          UPC voted no objections to this amendment. 

        10.3 P19/V3307/HH Vale House, High Street, Upton 

          Part 2-storey, part single storey side & rear extensions. 

          Deadline 18.04.20. UPC voted no objections to this consultation. 

          Planning approved 01.05.20 

       10.4 P20/V0770/HH Littlecote, High Street, Upton 

          Garden Store. Deadline 26.04.20 

          UPC voted no objections to this consultation. 

       10.5 P20/V0885/LB Owlscote Barn, High Street, Upton 

          Minor revisions to LB consent to annex outbuilding. 

          Deadline 06.05.20 

          UPC voted no objections to this change. 

       10.6 P19/V2998/HH Lattons, High Street, Upton 

          Alterations & two storey & single storey extensions. Re-siting of driveway access. 

          Deadline 22.05.20 

          UPC voted to maintain its previous response of ‘no objection’ with comments on the 

          siting of the driveway. 

       10.7 P20/V0770/HH Amendment 1, Littlecote, High Street, Upton 

          As amplified by further information regarding trees (root protection). 

          This consultation required no response from the PC. 

        

11. 11. Update on UPC Finances

  11.1  Update on Lloyds Bank accounts 

            Lloyds Bank has to date not followed instructions to change signatories on UPC’s bank 

            account. Compensation & apologies have been received from Lloyds Bank who will 

            action when further papers received. Lloyds require a Resolution to be signed, 

            allowing a PC signatory to agree to the required changes. A copy of the resolution is at 

            Appendix A below. Council unanimously agreed to the resolution. BS proposed the 

            member of the public who joined the meeting at 9pm as the required witness. This was 

            seconded by PMcL. Clerk to complete paperwork, obtain signatures & forward to 

            Lloyds Bank. 

   11.2  Ratify the agreement made by email to proceed with a quote for replacement garage 

            doors from Mr A Hamey in the sum of £1000 on the grounds of safety & security. 

            The council unanimously confirmed its agreement to proceed with the quote, & the 

            subsequent payment of £600 for the manufacture of the doors. The fitting of the doors 

            is delayed due to current circumstances. 

        11.3  Agree the following payments:- 

                 Additional notes:-  

1.   Expenses 

                 The council unanimously agreed to the Clerk’s revised expenses in the sum of 

                 £152.22, due to the receipt of further expenses since the agenda was issued. Council 

                 also agreed to expenses in the sum of £9.79 for PMcL being submitted. 

2.   Liability insurance 

                 Council unanimously agreed to accept the 3-year agreement with Came&Co.  This sum 

                 was amended to £686.60 for the first year, which includes a £50 admin fee. 

3.   Council unanimously agreed to accept the revised budget for 20/21 issued by the 

                 Clerk on 12.05.20, which makes allowances for the current situation. 

 

Date	Payee	£
28.04.20,28.05.20	Clerk’s salary SO	Not publicly disclosed
21.05.20	Clerk’s expenses	£152.22
Apr, May	HMRC PAYE SO (@£44.80pm)	£89.60
19.04.20, 19.05.20	Microsoft Office365 Apr & May DD @£3.80pm	£7.60
01.06.20	UPC annual liability insurance with Came&Co – 3-year agreement	£686.60
30.03.20	Kalehurst motor mower service	£370.55
04.05.20	Motor Mower annual insurance with NFU  Paid 047.05.20, to be ratified.	(inc in clerk’s expenses above)
31.03.20	A Hamey – Garage doors build  Paid 31.03.20, to be ratified	£600.00
21.05.20	PMcL expenses	£9.79
	TOTAL	£1916.36 + Clerk’s salary SO above +*

       

       11.4  Receipts 

                Precept 1st half 01.04.20 £5068.00 

                OCC CIP £1435.95 

                Bank interest (Apr, May) 56p, 57p 

                VAT repay £48.00  

 

      11.5   Sign off bank reconciliation to date 

                Provided in advance of the meeting & agreed by the Chair. To be physically signed at 

                a later date. 

       

12. 12.Update on the Play Areas maintenance, upgrades and inspections

      Council agreed that the play areas remain closed at this time. PMcL agreed to check & repair 

      signs & tape to these areas as appropriate. 

        

13. 13.Update on the ‘rec regeneration plan’ 

      13.1 Toddler play area 

      13.2 Pump track 

      13.3 Grounds maintenance contractor 

      13.4 Any other areas requiring attention within the recreation area 

              Re 13.1 – 13.4 above, Council agreed that any decisions on major work could not be 

              taken at this time & that further consultation was required to build on the work carried out 

              to date. Council noted the work of the volunteer group in maintaining the rec & other 

              green areas around the village. Council also noted reports of detritus left on rec by 

              visitors. Council to further consider proposals to help alleviate this problem. 

 

14. 14.Update on car park extensionproject  

      Council agreed that no decisions on major work could be taken at this time. 

 

15. 15. Update onUPC IT 

       15.1 Village web site 

               PMcL reported that this was running well. 

       15.2 Implementation of UPC email addresses 

               New PC email addresses had been proposed. These would be tested & a go live date 

               agreed. 

        

16. 16.Update on proposedSpeed Watch activity in Upton 

      BH reported no volunteers due to current situation. To be readdressed at appropriate point in 

      the future. 

 

17. 17. Update oninformation gathered on the history of the rec & village hall 

       & any subsequent actions required  

       JR & EC reported that information continued to be sourced. 

 

18. 18.Discuss any required plan of actionto:- 

      18.1 Create a new five–year parish council plan 

              BS agreed to be the lead on this & would incorporate all current activity. The plan would 

              also include a village wide survey (to be devised). 

      18.2 Revise the existing Parish Plan (2015/16) 

              Council agreed to consider the need for this following 18.1 above. 

 

19. 19. Formallyagree the following:- 

       19.1 The cancellation of this year’s Annual Parish & Annual General Meetings due to the 

               Covid-19 situation. 

               Council unanimously agreed. 

       19.2 That all future meetings will be held virtually until further notice 

               Council unanimously agreed.  

 

 

The meeting concluded at 9.30pm. 

 

 

Date of next meeting:- Thursday 23rd July 2020 at 7.30pm 

Appendix A 

Council Resolution 

At a full meeting of Upton Parish Council of Upton village, Oxfordshire, held on Thursday 21st May 2020, the following resolutions were passed in accordance with the council’s Standing Orders (Jan2020), item 14. Resolutions Moved on Notice: 

1. That the following person(s) be appointed as new signatories to all accounts:

Full Name: Mr Benjamin James Howard Shaw 

Full Name: Mr Peter McLaughlin 

Full Name: Mr David Beckles 

3. That the following person(s) be removed as authorised signatories from all the accounts:

Full Name: Mr Stuart Fraser 

Full Name: Mr Ian Sykes 

Full Name: Mr Brendan Heneghan 

For the aforementioned changes to take effect upon the Bank’s receipt of this resolution. 

We hereby certify that the above resolution is in accordance with the Parish Council’s Standing Orders (Jan2020). 

 

 

Appendix B 

 

REPORT TO UPTON PARISH COUNCIL MAY 2020 

FROM CLLR MIKE FOX-DAVIES 

Following the past period of lock-down, this is the start of the New Normal! 

This report includes some items that may have been repeated in other arenas, but I have tried to exclude those regularly featured in the press. 

New COVID-19 testing sites 

As part of the Department of Health & Social Care’s (DHSC) intention to widen access to Covid-19 testing through Mobile Testing Units (MTUs) run by the military, Thames Valley Local Resilience Forum (TV LRF) has been working closely with each partner local authority to identify, select and develop suitable MTU sites. There are around 5 sites currently either operational or under active consideration in Oxfordshire. I’m pleased to say that the following sites have been approved by the Department of Health & Social Care as a Mobile Testing Unit (MTU) for Oxfordshire and its communities:  

• Carterton Leisure Centre 
• Chipping Norton New Street Car Park 
• Didcot Civic Centre 
• Banbury Bodicote House 

• Bicester Village 

Bookings for these testing sites will be managed in line with current DHSC guidance. Further information can be found at the .gov.uk site  

Councillor Priority Fund update 

This week the council has paid £6,675 in total to help support COVID-19 specific applications as agreed by councillors, with a running total of £36,255 since the fund opened. This week we have fulfilled applications from  

• A first steps families hub, helping families with children aged 0-5. 

• Food provision and community support for a parish council and village charity. 
• A youth club, providing support and entertainment for children and young people during lockdown  

Our team is ready to process new applications as soon as they come in. The application form for the 20/21 Councillor Priority Fund and guidance on how to apply is on our website at oxfordshire.gov.uk/councillorpriorityfund. 

Re-opening of Oxfordshire’s Household Waste Recycling Centres 

Oxfordshire’s HWRCs will re-open on 18 May. OCC want to manage their re-opening sensitively so the sites can operate safely, do not become overwhelmed or impact negatively on travel.  

Please emphasise that Government guidance says that trips to an HWRC should only be made if ‘essential’ – that is if the waste cannot be stored safely without harm to health. The Government guidance states: “It would be reasonable for residents to undertake a journey to a HWRC if the waste or recycling could not be stored safely at home or disposed of through other legitimate routes such as a dedicated collection. By this we mean that the waste/recycling could not be stored on their property without causing a risk of injury, health or harm to the resident or other members of their household or harm to public health and amenity.”  

OCC will begin a proactive communications to residents at the beginning of next week and a full list of FAQs is now live on our website: www.oxfordshire.gov.uk/wastereopenquestions. If you have any questions about the re-opening of Oxfordshire’s HWRCs please contact the waste management team on wastemanagement@oxfordshire.gov.uk 

Road repairs still rolling 

Miles of Oxfordshire road are getting a new lease of life as work to deliver the county council’s massive spring and summer list of repairs is continuing at pace. Having just completed 110 miles of surface dressing across the county, our road crews are now turning their attention to three structural patching projects at: 

• Spring Lane, Watlington 

• Manor Road, South Hinksey 
• A417 Challow Road, Wantage  

There is also a programme of safety schemes starting in mid-May to resurface the following roads: 

• B4027 Milford Bridge 
• B4030 Steeple Barton 

• A4095 North Leigh (Boddington Lane) 
• London Road, Wheatley 
• Southwold Ln Rbt, Bicester 
• A4185 Rowstock Rbt  

Transport and Infrastructure work will be key to the country’s economic recovery and this work is all part of the county council’s promised £32m repair pledge. Although the use of the roads has fallen dramatically in recent weeks, please remind your communities they can still report safety-related problems with public highways, such as potholes, directly to the county council via https://fixmystreet.oxfordshire.gov.uk/ 

Libraries open for online business 

While our library buildings may be closed, we want to remind residents our digital library service is very much open for business. We are offering 1000s of eBooks, eAudio, newspapers and magazines to borrow for free and we’ve even got a music streaming service, with over 60,000 albums. Residents can get involved and discover everything on offer at www.oxfordshire.gov.uk/libraries. We’d also encourage them to head over to our Oxfordshire Libraries’ Facebook page for our weekly Bloomin’ good book club and songs and stories to entertain the younger members of the family from our fantastic library service team.  

Refreshed coronavirus webpages and new easy read COVID-19 guide 

The county council’s coronavirus webpages have been transformed to provide a more accessible hub of information. The new look pages are easier to navigate and provide up-to-date information.  

Local Economy and Business 

District and City Council colleagues are continuing to work incredibly hard to communicate and action the significant changes that are being developed by Government to support residents, the economy and businesses through COVID-19.  

A recent key focus for our district council and city council colleagues has been on actively contacting businesses that are yet to submit their details for grant support in response to COVID-19, including those who already receive 100 percent rate relief. If you are aware of any business that may benefit from funding support and has yet to apply, please point them towards the local council website. Here they can find more information, confirm their eligibility for a Business Grant and apply.  

Quick links are below: 

• Cherwell District Council 
• Oxford City Council 

• South Oxfordshire District Council 
• Vale of White Horse District Council 
• West Oxfordshire District Council 

 Self-employed people in urgent need of financial assistance are being advised by the Government to apply for Universal Credit and Council Tax Reduction. This will provide them with support until a grant for the self-employed becomes available in June.  

Scam awareness for business 

At a time when Oxfordshire businesses are already facing challenges posed by COVID-19, the proliferation of related scams directly targeting business are adding further strain. We are supporting Businesses Against Scams, a new element of the successful Friends Against Scams initiative, run by National Trading Standards. They provide free online training to protect and prevent businesses, employees and customers from becoming victims of scams. Please help us to promote this initiative  www.friendsagainstscams.org.uk/ 

Full Council 

Democracy in Oxfordshire has passed a landmark moment with committee meetings being staged electronically for the first time ever and our first virtual Full Council meeting took place on Monday 4 May at 10:30 through MS Teams. 

 

Appendix C 

 

Hello from Hayleigh & Sarah 

Coronavirus Update from your Local District Councillors 

Saturday 23rd May 2020 

Hello! On what is now the third bank holiday weekend in recent months, we hope that you are keeping well and able to enjoy the weekend whilst staying safe. Although the lockdown restrictions have eased slightly since our last update, this means that is more important than ever to take care when you are out and about, being mindful of keeping a safe distance from others and still staying home as much as possible. There is more specific guidance on what you can and cannot do on the government’s Coronavirus FAQ webpage. As everyone adjusts to the “new normal”, note that there is still support available for those who need it. We are currently helping our fantastic local community volunteer groups to investigate more longer-term funding for their activities, so that they can continue to provide help as required. The council’s own Community Support Team continues to run their support line for anyone in need, including over the bank holiday: call 01235 422 600 or email communitysupport@southandvale.gov.uk. 

Remember, for the most up-to-date coronavirus information relating to district council support and any changes to services, please take a look at the dedicated Vale webpage for updates: www.whitehorsedc.gov.uk/covid19 

Waste Collections 

A reminder that all of the Vale’s waste collection services are once again up and running, and that Oxfordshire’s recycling centres have also now re-opened to the public. Changes to your bin collection days as a result of the bank holiday are on the table below and the following website: whitehorsedc.gov.uk/bankholiday  

 

Business Support 

New discretionary grants scheme 

The new discretionary grants scheme recently announced by the government will only provide an extra five per cent of funding on top of the money received in the first round of COVID-19 business grants in April. This means that unfortunately it will not provide anywhere near enough cash to support the vast majority of businesses in southern Oxfordshire affected by the COVID-19 pandemic. 

We have received the details of the government’s new discretionary business grants scheme and are currently pulling together a list of businesses that fit the detailed criteria. In line with government guidelines, we are aiming to release funds at the beginning of June and are working at pace to develop an online application based on the prescribed eligibility criteria.  This may take a short while to set up, but will ensure the process is quicker and easier and speeds up decision making so we can make payments to successful applicants without delay. Our business support team will provide ongoing support and guidance to any businesses that aren’t successful in applying for this scheme – this will include signposting them to the government’s COVID-19 loan scheme, which can be processed and paid out very quickly. 

If you have any questions, please email the Business Support team: business.support@southandvale.gov.uk 

Free webinar for businesses in South and Vale 

We have partnered with Graham Ballantyne, Director of the UK Business Mentoring Group, to deliver a free webinar on Thursday to help local businesses with their recovery plans. The webinar will include lots of tips and pointers, along with useful templates, and complementary mentoring sessions. You can find out more information on the South and Vale Business Support website. We’ve also heard that the next Pop-Up business school for Oxfordshire is taking place online in June. There’s more information here.   

The South & Vale Business Support team stays up-to-date on the latest government advice and support, and can advise on rates relief and business support grants. Visit their website for the latest info and to sign up for their e-newsletter: svbs.co.uk, and follow them on Twitter @TeamSVBS. 

Council Tax 

There is no specific update on council tax this time. Where possible, you should continue to pay your bills as normal.  Residents who are currently not being paid, and are struggling to pay their council tax bill, are encouraged to apply for Council Tax Reduction – their account will then be put on hold for 30 days while their application is processed: whitehorsedc.gov.uk/ctrs  

Council Matters 

Remote committee meetings to take place online
South Oxfordshire and Vale of White Horse District Councils are to begin holding council committee meetings online via video conferencing from the end of May. The first virtual meeting of the Vale of White Horse District Council will be the Vale Planning Committee on Tuesday 26 May at 10.30am. 

Councillors will use Microsoft Teams to take part in the meetings and members of the public will be able to watch online via a link which will be published alongside the meeting agenda on the councils’ websites five working days prior to the meeting.  The councils will also publish the link to each meeting via their Facebook and Twitter pages. For details on how members of the public can submit statements or questions to be considered by a committee or council meeting please visit whitehorsedc.gov.uk/meetings. 

Once councillors and officers have got used to the new process and are confident that meetings can be carried out effectively and within the guidelines, the councils will look to introduce online public participation by live video. Following the COVID-19 outbreak and the introduction of social distancing rules in March, the two councils cancelled all their official meetings and acted quickly to focus their efforts on supporting local communities and vulnerable individuals. While the focus remains predominantly on supporting vulnerable residents affected by COVID-19, it is still important to ensure the transparency of local democracy and so the councils have now put in place measures to ensure that meetings can take place again. 

Local News 

County Council cycle projects 

The County Council has launched a newsletter on its Science Vale Cycle Network Project (SVCN), which you can sign up to receive monthly updates about. The first of these projects is to construct a cycle route between Wantage and Harwell Campus, and this is due to start next week on 26 May.  This project will be featured in the newsletter, which will also provide updates on other routes as projects progress. To sign up to the newsletter head to the county council’s transport bulletins page and chose Science Vale Cycle Network from the list – you can also sign up for updates on other transport projects too. 

Take care, stay safe, stay home! 

We will endeavour to keep you updated on the council’s response to the Coronavirus COVID-19 through future newsletters and our dedicated councillor Facebook Page: Cllrs Hayleigh Gascoigne & Sarah Medley. Please do not hesitate to get in touch with any issues or concerns – our email addresses are hayleigh.gascoigne@whitehorsedc.gov.uk and sarah.medley@whitehorsedc.gov.uk.