UPTON PARISH COUNCIL

Minutes of the Meeting of the Parish Council
Held on Wednesday 29th October 2025 at 7:00pm
In Upton Village Hall

 

Present:

Cllr. Peter Head
Cllr. David Beckles
Cllr. Chris Selig
Cllr. Francoise Yates
Cllr. Emma Watts-lay (arrived during Item 4)

In Attendance:

Hayleigh Gascoigne – District Councillor
Benjamin Shaw (Clerk)
Member of the Public: Susan Ryan

Apologies:
Cllr. Matthew Talbot (Work commitment; written report submitted)

County Councillor – Bekka Fletcher

1. Apologies for Absence

Apologies were received from Cllr. MT, who was unable to attend due to work commitments. His apologies and written reports were noted and accepted.

RESOLVED: Apologies were received and accepted.

 

2. Declarations of Interest

No declarations of interest were made in relation to any item on the agenda.

RESOLVED: That the record notes no declarations of interest.

 

3. Open Forum

The Chair invited comments or representations from members of the public.
Ms. Susan Ryan, member of the public, attended the meeting to observe and made no representations.

RESOLVED: The Open Forum was closed at 7:05pm.

 

4. Approval of Minutes

The minutes of the Parish Council meeting held on 24th September 2025 and the Finance Committee meeting held on 15th October 2025 had been circulated in advance.

The Clerk confirmed that minor editorial amendments had been made, including abbreviation of councillor names and a correction from “YCL” to “UCL.”

Proposal: To approve the minutes as an accurate record of the meetings.
Proposed by: Cllr. FY
Seconded by: Cllr. DB
Vote: Unanimous

RESOLVED: That the minutes of the meetings held on 24th September 2025 and 15th October 2025 be approved and signed by the Chair as a true record.

 

5. Planning

The Clerk reported that no new planning applications had been received for Upton and that there were no changes to the status of current applications. This was noted by Council.

RESOLVED: That the Council note there are no new or pending planning applications at this time.

5.1 Resolutions Proposed by Cllr. PH – North Wessex Downs National Landscape

RESOLUTION 1 – Opposition to Weakening of Section 85 Duty

Cllr. PH introduced the resolution, outlining the significance of the Section 85 duty under the Countryside and Rights of Way Act 2000 and its strengthening by the Levelling Up and Regeneration Act 2023. He emphasised that over half of Upton parish lies within the North Wessex Downs National Landscape, and that any weakening of this protection would undermine both the Council’s prior planning objections and future policy.

Following discussion, no objections or amendments were raised.

Proposed by: Cllr. PH
Seconded by: Cllr. FY
Vote: Unanimous

RESOLVED: That Upton Parish Council adopt Resolution 1, formally opposing any weakening of the Section 85 duty, and authorising the Clerk to write to Olly Glover MP and the relevant Secretaries of State expressing this position.

RESOLUTION 2 – Partnership with North Wessex Downs National Landscape

Cllr. PH introduced the second resolution, explaining that Upton Parish Council had previously relied on the North Wessex Downs Management Plan in assessing planning applications. The resolution would formalise partnership working and ensure future planning responses reference the Section 85 duty and the Management Plan.

Proposed by: Cllr. PH
Seconded by: Cllr. FY
Vote: Unanimous

RESOLVED: That the Council establish formal liaison with the North Wessex Downs team, commit to referencing the Section 85 duty in relevant planning responses, and authorise the Clerk to notify the Director, Henry Oliver, of Upton Parish Council’s support and commitment to partnership working.

RESOLUTION 3 – Public Awareness and Community Engagement

Cllr. PH introduced the third resolution, focused on improving public engagement and transparency regarding national landscape protections. The Council discussed proposed wording for publication and agreed to minor editorial discretion for the Clerk and Communications portfolio holder.

Proposed by: Cllr. PH
Seconded by: Cllr. FY
Vote: Unanimous

RESOLVED: That the Clerk and Communications portfolio holder use parish communication channels to raise awareness among residents of the North Wessex Downs designation, potential threats under the Planning and Infrastructure Bill, and how parishioners can support the campaign by writing to their MP.

5.2 RESOLUTION 4 – Neighbourhood Development Plan (NDP) for Upton

Cllr. PH presented Resolution 4, outlining the potential benefits of developing a Neighbourhood Development Plan, noting that the local district plan had been recommended for withdrawal by the Planning Inspectorate. He stressed that an NDP would allow Upton Parish to influence the scale and location of future development, and that this resolution sought only to authorise preliminary research, not a financial commitment.

Cllr. PH confirmed his intention to liaise with neighbouring parishes (Blewbury, Chilton, East & West Hagbourne), the District Council, and planning advisers; to consult residents regarding local priorities; and to report back with findings, grant options, and recommendations for next steps.

Proposed by: Cllr. PH
Seconded by: Cllr. DB
Vote: Unanimous

RESOLVED: That Upton Parish Council delegate authority to Cllr. Peter Head to investigate the process, funding opportunities, and community interest in preparing a Neighbourhood Development Plan, and to report progress and recommendations to a future meeting of the Council.

6. Reports from District Council

District Cllr. HG provided an update on district matters relevant to Upton Parish.

 

Joint Local Plan

District Cllr. HG reported that the Joint Local Plan prepared jointly by Vale of White Horse District Council (VoWHDC) and South Oxfordshire District Council (SODC) had reached the Examination Stage. However, the Planning Inspector had advised withdrawal of the plan on the grounds of an alleged failure to demonstrate a duty to cooperate with Oxford City Council regarding unmet housing needs.

She explained that Oxford City Council had requested that neighbouring districts absorb additional housing numbers, claiming they could not meet their own housing target. The Vale and South Oxfordshire Councils had contested the basis of Oxford City Council’s calculations, believing them to be inconsistent with national guidance and unfairly inflated.

The Inspector’s conclusion had therefore been considered flawed, and the district councils were reviewing all options, including potential legal action or alternative plan strategies. She noted that the Secretary of State for Levelling Up, Housing and Communities had recently written to the Planning Inspectorate encouraging a more lenient approach to local plans during this transitional period, providing some optimism that a more favourable resolution might be found.

The Joint Local Plan has not yet been formally withdrawn and therefore continues to hold some planning weight. Meanwhile, the existing Vale of White Horse Local Plan remains up to date, and the district can still demonstrate a five-year housing land supply, which mitigates the risk of speculative development in rural parishes such as Upton.

District Cllr. HG strongly endorsed Upton Parish Council’s decision to begin exploring a Neighbourhood Development Plan (NDP), noting that NDP policies carry statutory weight in planning decisions and would provide valuable local influence.

Cllr. PH thanked the District Councillor for her attendance and welcomed her endorsement of the NDP. He expressed concern that the existing accommodation assessment in the current Local Plan remained inadequate and left smaller rural parishes vulnerable to speculative development.

Cllr. PH further commented that the alleged “failure to cooperate” was arguably the result of Oxford City Council’s own refusal to engage constructively, after disagreements on housing methodology. He observed that Oxford City Council’s approach had been “intransigent” and “disappointing,” given that the Vale had demonstrated good planning discipline and had produced a high-quality plan.

The Council noted the press release from the Secretary of State and expressed cautious optimism that the district’s position would improve following further review.

The Clerk asked for an update on the Didcot Health Centre development, referencing a recent Facebook post by MP Olly Glover.

District Cllr. HG reported that the planning permission for the new health centre had been granted and the project was now with BOB ICB (Bucks, Oxon & Berks West Integrated Care Board) and NHS England to deliver. She explained that while the ICB had selected a preferred developer, the District Valuer had raised concerns over value-for-money criteria, creating a delay in contract finalisation. The ICB was lobbying NHS England to proceed, but internal NHS bureaucracy continued to hold up progress.

Members expressed frustration at the delays and the resulting pressure on Didcot Health Centre services. The Clerk shared an example of local residents being unable to obtain same-day appointments, and Cllr. EWL described a distressing personal experience in which delays and lack of medical support had contributed to a family member’s deterioration in health.

The Council unanimously agreed that the situation was unacceptable and that the accessibility of primary healthcare services was now a serious concern for Upton and surrounding villages.

ACTION:
The Clerk to draft a letter to Olly Glover MP and BOB ICB highlighting residents’ ongoing difficulties accessing GP and district nurse services, requesting clarification on the health centre’s delivery timetable and interim patient support measures.

In response to questions from councillors, District Cllr. HG confirmed that the Housing Infrastructure Fund (HIF) projects associated with Didcot Garden Town and surrounding infrastructure (including the Science Bridge and key access routes) were not affected by the current issues with the Joint Local Plan.

She clarified that the HIF funding is linked to existing permissions under the adopted Local Plan, and that all major housing sites, such as Valley Park, remain within both the current and emerging plan frameworks.

Cllr. Head noted that while Upton sought to preserve its rural character, improved access and infrastructure within Didcot would nonetheless bring indirect benefits to parish residents.

The Chair thanked District Cllr. HG for her comprehensive update and for her continued engagement with the parish.

RESOLVED:
That the report from the District Councillor be received and noted, and that the Clerk prepare correspondence to MP Olly Glover and BOB ICB regarding residents’ access to healthcare services.

Suspension of the Order of Business

To enable the District Councillor to remain for the unitary authority discussion, the Chair proposed that the running order be temporarily suspended to take Item 12 and 13 next.

• Proposed: Cllr. PH
• Seconded: Cllr. FY
• Vote: Unanimous

RESOLVED: That the order of business be suspended and Item 12 be taken next.

12. Local Government Reorganisation – Support for Ridgeway Council Proposal

Council considered the briefing previously circulated by Cllr. PH regarding proposals for local government reorganisation affecting Oxfordshire, including:

• a county-wide single unitary authority centred on Oxford; and
• the alternative “Ridgeway Council” proposal to create a cross-boundary unitary comprising Vale of White Horse DC, South Oxfordshire DC, and West Berkshire Council.

Cllr. PH outlined his concerns that a single, Oxford-centred unitary could lead to over-centralisation and weaken representation for small rural parishes such as Upton, particularly given recent planning and local plan uncertainties. He argued that the Ridgeway model was better aligned with Upton’s rural character, its location partly within the North Wessex Downs National Landscape, and with existing, well-functioning joint working between Vale and South Oxfordshire. District Councillor HG confirmed that Vale, South, and West Berkshire had developed an evidence base to support the Ridgeway option and that the Secretary of State would make the final decision. She further noted that consultation with parishes was encouraged and that parish support would assist the MP in making representations.

No objections were raised. Councillors agreed that the Ridgeway model best protected local voice, rural service delivery, and planning sensitivity for Upton.

Formal Resolution by Cllr. PH:

That Upton Parish Council, having considered the proposals for local government reorganisation in Oxfordshire and the Ridgeway Council unitary authority model, hereby:

1. Formally endorses and supports the Ridgeway Council proposal for a new cross-county unitary authority covering Vale of White Horse and South Oxfordshire together with West Berkshire Council, for reasons of local democratic accountability, rural identity, proven collaboration, and geographic/economic coherence;
2. Instructs the Clerk to communicate this resolution to:
   • Leader and Chief Executive, Vale of White Horse District Council
   • Leader and Chief Executive, South Oxfordshire District Council
   • Leader and Chief Executive, West Berkshire Council
   • Olly Glover MP (Didcot & Wantage)
   • Secretary of State for Housing, Communities and Local Government
   • District and County councillors representing Upton ward
3. Authorises the Chairman and Clerk to publish a public statement on the parish council website and in parish communications expressing this support;
4. Requests that communications be issued by 15 November 2025 to meet the government deadline of 28 November 2025.

• Proposed: Cllr. PH
• Seconded: Cllr. FY
• Vote: Unanimous

RESOLVED: That Upton Parish Council supports and endorses the Ridgeway Council proposal and that the Clerk issue the communications as set out above.

Supporting Statement for the Minutes:
Council noted that Upton is a small rural parish of 367 residents with a distinctive community identity and that the parish lies within and adjacent to the North Wessex Downs National Landscape; that local planning decisions have a material effect on the parish’s character; that the Ridgeway model offers the best balance between effective service delivery and genuine local accountability for parishes of Upton’s scale; and that parish councils have been invited to express preferences ahead of the government deadline of 28 November 2025.

13. Proposal to Present the Anonymous Lender with a Contract for the Loan Agreement (Chapel Furlong Land Acquisition)

The Chair of the Upton Community Land Working Group (Cllr. Head) gave a detailed verbal update on the current position regarding the parish’s bid to purchase the land (plot 3) and the associated funding structure.

13.1 Land Purchase Update

• The Clerk has been in active contact with the selling agent and has progressed the parish’s bid through the vendor’s two-stage process.
• The parish understands it is in a favourable position but formal confirmation from all beneficiaries of the trust is still awaited.
• Significant and generous community donations have been received and ringfenced.
• An offer has been made to the Council of an interest-free private loan of up to £90,000 from an individual who wishes to remain anonymous.
• The working group stressed the importance of protecting the lender’s anonymity, while still complying with due diligence, anti-money-laundering (AML), and audit requirements.

Council recorded its thanks to the District Councillor for previous advice on access, highways and related due diligence.

13.2 Loan Agreement

The Clerk and Cllr. Head explained that:

• A draft loan agreement had been prepared using NALC/OALC guidance and with reference to parish borrowing rules.
• The agreement is written to:
  • allow the Clerk/RFO to complete full AML and source-of-funds checks in a confidential file;
  • preserve the lender’s anonymity from councillors and the public;
  • permit external audit/DLUHC inspection under appropriate confidentiality;
  • protect the Council’s position by ensuring the loan is lawful parish borrowing tied to the land acquisition.
• The agreement also contains explanatory notes for the lender and an optional expression-of-wish section.

The Clerk confirmed he was in contact with OALC/DLUHC on the borrowing approval and expected to forward the finalised loan agreement for legal review once the lender had been able to comment.

Cllr. PH reminded members that, based on the previously agreed community consultation, parishioners had supported (c. 91% of respondents) a Band D precept increase of up to £45 to secure community ownership of the land, and that the availability of an interest-free loan substantially reduced the overall cost to residents.

13.3 Resolution

Motion: That the Clerk be authorised to share the draft loan agreement with the anonymous lender for their review; to receive any suggested amendments from the lender; and thereafter to submit the agreement, incorporating any agreed changes, to the Council’s legal adviser for confirmation of legality and compliance prior to execution.

• Proposed: Cllr. PH
• Seconded: Cllr. CS
• Vote: Unanimous

RESOLVED: That the Clerk is authorised to issue the loan agreement to the lender for comment and to progress the agreement to legal review, maintaining the confidentiality of the lender’s identity, and ensuring all AML and due-diligence checks are completed and recorded in secure files.

 

Return to the Agenda

With Item 12 and 13 completed, the Council agreed to return to the remaining agenda items following the request of the District Councillor, Council moved next to the item 7 relating to the County Councillors Report.

 

7. County Council – Report

The Clerk reported that Cllr. Rebecca Fletcher (Oxfordshire County Council) had sent her apologies for absence and had submitted a written report in advance.

RESOLVED: That the County Councillor’s written report be received and noted.

 

 

 

8. Village Matters

8.1 Recreation Ground / Grounds Maintenance Contract

The Clerk reported:

• A full, clear grounds maintenance quotation had been received from Scofell (c. £5,300), with itemised work and an offer to visit site.
• The Clerk had written to TFM (current contractor) earlier than to Scofell, requesting a like-for-like quote before the meeting, but no quote had been received as of the meeting date.
• The historic issue with TFM related mainly to communication, billing structure, and service clarity

Members discussed whether to award the 2026 grounds maintenance to Scofell now, or to wait for the second quote. It was noted:

• The current cutting season has ended and the contract rolls to April 2026, so there is no immediate operational risk in deferring;
• The draft budget already allows for a Scofell-level contract;
• Councillors wished to give TFM one final opportunity to submit a comparable quotation so the Council could demonstrate value for money.

DECISION:

• Council agreed to defer the decision on the 2026 grounds maintenance contractor to the next meeting (provisionally 19 November 2025).
• The Clerk will chase TFM for the outstanding quote and will re-circulate the footpath/grounds map used for previous tenders so councillors can compare on a like-for-like basis.

8.2 Volunteer / Working Group Approach

Council discussed whether to reintroduce a village working party for some grounds tasks (small clearance, play area tidying, occasional cuts) in future years.

It was agreed that:

• For regular grass cutting the parish should continue to use a contractor (insurance, competence, and reliability reasons);
• A working group could still be valuable in 2026 and beyond for one-off tasks, play area improvements, and to support new land if acquired;
• Public engagement around the Chapel Furlong land would be a good opportunity to recruit volunteers.

RESOLVED: That the Council will revisit formation of a volunteer working group in the new financial year once wider village engagement has taken place.

 

8.3 Tree Works / At-Risk Trees

The Clerk and councillors noted several areas where trees or overhanging branches may pose a risk (entrance to the car park/fire engine access, trees near the pump track, and the cluster behind the bench).

Past work had been carried out by Michael Wilson (tree/grounds contractor) who is familiar with the site and offers good value.

Motion: To request an updated inspection/quote from the previous contractor to identify priority tree works and provide a costed schedule, to be considered at the November meeting.

• Proposed: Cllr. PH
• Seconded: Cllr. DB
• Vote: Unanimous

RESOLVED: That the Clerk contact Michael Wilson to (a) inspect the recreation ground and other parish trees of concern; (b) identify those presenting the highest risk; and (c) provide a quote for remedial work, to be brought back to full council.

8.4 Football Pitch Hire

The Clerk reminded members that:

• A resident had hired the pitch but not used two of the booked sessions and had requested a £40 refund;
• Council had already agreed the refund at the previous meeting — this was simply reported again for transparency.

The Clerk further reported that the same resident had asked whether, if the parish successfully acquires the Chapel Furlong land, it could be used for grass football pitches, noting there is strong local demand and that £75/hour is a standard grass pitch rate.

Council welcomed the interest but agreed that:

• Any future use of new land must be informed by the wider village consultation already promised;
• A business case would help the council assess facilities, parking, and possible grant funding.

ACTION: Clerk to reply to the resident:

1. confirming the refund position;
2. inviting them to set out a short business case / requirements for football use for the Community / Land Working Group to consider; and
3. noting that future pitch development may link to future grant bids (FCC, district schemes, parking, changing).

8.5 Play Area – Maintenance, Safety and Future Planning

The Council received an update on the condition of the play area.

• Cllr. FY confirmed that three quotes had been obtained for replacement of the swings; all were in the region of £3,000–£4,000.
• Cllr. FY advised that the equipment is currently safe for use and that any items that become unsafe will be removed or isolated immediately (as with the previous tunnel item).
• Given current financial priorities (possible land purchase) the Council was not minded to spend £3–4k immediately and preferred to defer major spend to spring 2026 when the overall financial position is clearer.

RESOLVED:

1. That the play area be maintained in a safe condition as first priority;
2. That full swing replacement be deferred until spring (subject to funding and land purchase position);

 

8.6 Play Area – 10-Year Costing / Grant Plan

Members discussed the benefit of having a 10-year indicative plan for play equipment renewal so that the Council can target external grants (FCC, district schemes, National Lottery small grants, etc.).

AGREED:

• That a draft 10-year play area costing plan be prepared (what items are likely to fail / need replacing and when);
• That this will support future grant applications and will link to any consultation following acquisition of Chapel Furlong land.

 

8.7 Weekly Play Area Inspections – Rota

The Clerk reminded members that weekly inspections are a legal/safety requirement and must be evidenced on the correct form.

• Cllr. Beckles confirmed his inspection had been done but was not originally on the council form and would be transferred.
• It was noted that one week (17th) had been missed; the Clerk stressed this is not sustainable and a rota is required.
• Members confirmed a willingness to share the rota: Cllrs. FY, DB and CS will take turns; Cllr. PH is excused from the rota due to workload but may assist ad hoc; Cllr. MT to be added at the next meeting.

 

RESOLVED:

• That a full rota for weekly inspections be drawn up from the Google Doc and circulated to all councillors;
• That completed inspection forms be returned weekly to the Clerk;
• That the Clerk will only chase where an inspection is missed.

 

8.8 External Audit

The Clerk reported that the external audit has been passed.

• The auditor raised some advisories and asked for information that the Council believes was already supplied in previous years – this has been a sector-wide issue this year and is being raised with OALC.
• There is no legal penalty and the accounts were found to be properly kept.
• The invoice for the audit had not yet been received; the Clerk will check that only the agreed fee is charged.

RESOLVED: External audit for 2024/25 is noted and accepted; Clerk to report back if the fee is higher than the standard charge.

 

8.9 Storage Container, Marquees and On-Site Storage

• Cllr. FY confirmed that Bob Lott is content for the Council to store items in boxes.
• Cllr. FY will look for side-opening storage boxes suitable for the container.
• Once storage is in place, the marquees can be properly organised and inventoried.

ACTION: Cllr. FY to source options for suitable storage boxes and report back.

8.10 IT & Website

• A meeting is to be arranged between the Cllr. FY and Cllr. PH to hand over/regularise hosting, emails and website management.
• A short email workshop will be offered so all councillors can reliably access @upton… emails.
• Future web development requirements will be costed once access and responsibility are tidy.

ACTION: Cllr. FY to arrange the meeting; Cllr. PH to report at next meeting.

8.11 Contributions to Upton News

Council agreed the following items should go into the next Upton News (deadline extended to 31st):

1. The Section 85 / North Wessex Downs resolution (now approved)
2. The Neighbourhood Development Plan scoping resolution
3. The Ridgeway Council resolution
4. A template / model paragraph for residents to write to MP Olly Glover on Section 85 (Clerk to draft; Cllr. Head to finesse).

RESOLVED: Communications lead Cllr EWL to submit items above for the next Upton News.

 

8.12 Machinery Servicing and Security

• Council had previously agreed to service the mower, strimmer and related equipment in the off-season; the Clerk will arrange collection and service.
• Shed/security codes have been changed; only councillors and the Clerk now have the code, to reduce loss/untracked borrowing.

NOTED.

 

8.13 Car Park Markings / “Keep Clear”

Members noted the “KEEP CLEAR” marking is fading.

AGREED: Watching brief — repaint using volunteer help when convenient, rather than paid work, as a full car-park scheme is likely to be revisited if/when funding is available.

 

8.14 Hard Standing

No progress at present; current finances are focused on the land purchase.

AGREED: Item to be parked until funding position improves and after discussions with the Village Hall.

 

8.15 Speedwatch

Council noted that equipment has been purchased but there are currently only two interested volunteers, and training is required.

RESOLVED: Speedwatch to be temporarily parked until at least six volunteers are identified; to be revisited at the November meeting when Cllr. Talbot is present.

 

 

 

8.16 Village Survey

Council noted that there is no point issuing a second/broader village survey immediately before NDP engagement.

AGREED: Village survey to be aligned with the NDP exploratory work now authorised for Cllr. PH, and to be revisited once the NDP scoping conversations with residents begin.

 

8.17 Village Fête Funds / Communications

Council confirmed, for the record, that £1,200 from the village fête was intended and ring-fenced for the playground, as previously minuted.

ACTION:

• Include in Upton News that £1,200 has been allocated to the play area;
• Advertise the fête planning meeting on 14 November 2025 in the village hall (small room) and invite wider participation.

9. Approval of Clerk’s Six-Month Review / Confirmation in Role

Cllr. Yates reported that she had met with the Clerk/RFO, Mr. Benjamin Shaw, earlier in the day to conduct his six-month review. The discussion had covered current workload, priorities (land acquisition, website/email rationalisation, finance) and how to structure support from councillors.

Motion: That the Council approve and confirm the Clerk in the role following a satisfactory six-month review.

• Proposed: Cllr. FY
• Seconded: Cllr. DB
• Vote: Unanimous

RESOLVED: That the Clerk, Mr. Benjamin Shaw, is confirmed in post following a satisfactory six-month review.

The Clerk noted that, following confirmation, his notice period increases from one week to four weeks in line with the contract.

 

10. Chapel Furlong Land Acquisition – Loan, Funding and Delegated Authority Resolutions

At 9:00pm the meeting reached its scheduled end time.
A motion was put to extend the meeting by up to 30 minutes to complete the land-acquisition resolutions.

• Proposed: Cllr. PH
• Seconded: Cllr. FY
• Vote: Unanimous

RESOLVED: That the meeting be extended by 30 minutes.

The Council then considered the five interlinked resolutions previously circulated with the agenda.

 

Resolution 1: Authorisation to Accept Anonymous Interest-Free Loan

Purpose: To authorise the Council to accept an interest-free private loan of up to £90,000 from a private individual who wishes to remain anonymous, for the purpose of purchasing the Chapel Furlong land.

Key points:

• Clerk/RFO to carry out all due diligence and AML checks;
• Loan to be repaid over 10 years through annual precept repayments of c. £9,000 p.a.;
• Clerk/RFO to report back to Full Council once due diligence is completed (without disclosing the lender’s identity).
• Proposed: Cllr. Peter Head
• Seconded: Cllr. Chris Selig
• Vote: Unanimous

RESOLVED: That the Council authorises acceptance of the anonymous interest-free private loan of up to £90,000 on the terms set out above.

 

Resolution 2: Due Diligence and Confidentiality Procedures

Purpose: To set out how the Clerk/RFO will hold and protect confidential lender information.

Key points:

• RFO is authorised to maintain confidential records of: identity verification, AML compliance checks, source of funds, and ongoing loan administration;
• Files to be kept in secure, restricted-access storage;
• Files to be made available to OALC or external auditors under appropriate confidentiality;
• Any loan offer where the lender’s identity or funds cannot be verified is to be rejected and referred back to Full Council.
• Proposed: Cllr. Peter Head
• Seconded: Cllr. Francoise Yates
• Vote: Unanimous

RESOLVED: That the RFO is authorised to undertake and retain all due diligence and AML records in secure storage in line with the Council’s retention policy.

 

Resolution 3: Public Communication and Transparency

Purpose: To agree the “party line” for public enquiries about how the land purchase is being funded.

Key points:

• Public communications shall state that the land is being supported by “an interest-free loan from a verified private individual who wishes to remain anonymous”;
• Communications may include: loan amount, repayment term, and confirmation that appropriate due diligence has been completed;
• The Clerk is authorised to reply to public enquiries on this basis;
• This approach balances transparency with the lender’s legitimate privacy.
• Proposed: Cllr. PH
• Seconded: Cllr. DB
• Vote: Unanimous

RESOLVED: That the Council adopts the above wording and authorises the Clerk to respond to public enquiries on that basis.

 

Resolution 4: Funding Structure and Delegated Authority

Purpose: To allow the Clerk/RFO to assemble the most financially advantageous funding mix once the final purchase price is known.

Funding sources to be used, in order:

1. Community donations already received and ringfenced;
2. Council reserves (as previously discussed);
3. Interest-free private loan (up to £90,000);
4. Commercial / PWLB borrowing only if required and subject to due diligence.

Key limits:

• Clerk/RFO may finalise the funding mix without further reference to Full Council provided the total annual debt service does not exceed the previously approved Band D precept increase (up to £45 from April 2026);
• Clerk to notify OALC of the actual loan amount drawn down on completion.
• Proposed: Cllr. PH
• Seconded: Cllr. CS
• Vote: Unanimous

RESOLVED: That the Council approves the funding structure above and delegates authority to the Clerk/RFO to finalise the mix within the approved precept ceiling.

 

Resolution 5: Delegation of Conveyancing and Completion Authority

Purpose: To enable the Clerk/RFO to complete the purchase efficiently once the vendor confirms acceptance.

Authority granted to the Clerk/RFO (in consultation with the Council’s solicitor):

• To instruct all pre-purchase surveys (land registry, boundary, environmental, etc.);
• To negotiate final terms within parameters approved by Full Council;
• To execute all conveyancing documentation and arrange payment from the approved funding sources;
• To register title at HM Land Registry;
• To keep the Chair and Working Group Chair informed and to refer any significant deviation back to Full Council;
• Total delegated authority not to exceed the final agreed purchase price plus 15% to cover legal/survey/associated completion costs.
• Proposed: Cllr. Peter Head
• Seconded: Cllr. David Beckles
• Vote: Unanimous

RESOLVED: That the Clerk/RFO is delegated authority to complete the conveyancing and associated works for the Chapel Furlong land purchase within the financial ceiling described.

11. Finance and Administration

11.1 Treasurer’s Report

In the absence of Cllr. Talbot, the Clerk/RFO presented the Treasurer’s report as of 30 September 2025:

Account	Balance (£)
Treasurer’s (Community) Account	£55,373.44
Business Bank Instant Account	£29,521.02
Total Funds	£84,894.46

Balances as verified against bank statements.

 

11.2 Payment Authorisers

It was agreed that Cllr. Chris Selig will act as payment authoriser for the forthcoming month, supported by Cllr. David Beckles.
Cllr. Selig confirmed availability; Cllr. Beckles noted he will be abroad during December.

RESOLVED:
That Cllr. CS and Cllr. DB be authorised to approve the November payments.
Proposed: Cllr. PH

Seconded: Cllr. FY

Vote: Unanimous

 

11.3 Approval of Payments

The Council reviewed the schedule of payments and receipts circulated with the agenda.
All payments were within budgeted amounts.

RESOLVED:
That the payments as presented be approved.
Proposed: Cllr. CS

Seconded: Cllr. DB

Vote: Unanimous

 

11.4 Bank Reconciliation

The bank reconciliation to 30 September 2025 was reviewed and approved.
ACTION: Cllr. FY to sign the reconciliation sheet.

 

11.5 Standing Orders (Direct Debits and Regular Payments)

The Council reviewed standing orders for regular monthly outgoings:

• Microsoft 365 subscription
• Crystal Hosting (website and domain)
• TFM (grounds maintenance)

No additions or changes required.

NOTED.

 

11.6 Quarter 1 & 2 Financial Statement and Budget Review

The Council reviewed the first and second quarter statements as circulated by the Treasurer Cllr. MT

Key recommendations from Cllr. MT:

1. Recreation & Grounds Maintenance (Ad Hoc):
   Remaining funds may be used for tree risk and coppicing works, as discussed earlier under Item 8.
   Council agreed this should be the priority use of surplus funds.
2. Village Upkeep Budget:
   If no urgent works identified, consider reallocating funds to reserves or tree maintenance.
3. Training:
   • Clerk to undertake ILCA and FILCA qualifications by year-end; SILCA to follow in due course (noting cost c. £2,000).
   • New councillors encouraged to attend relevant OALC training.
4. Receipts and Donations:
   Latest list of donations received has been circulated; VAT reclaims to be brought up to date and moved to quarterly filing in future.
5. Facility Hire Income:
   To explore ways to increase income from hiring out facilities (football pitch, bouncy castle space, summer car parking) to offset future precept rises.

RESOLVED:
That the Quarter 1–2 financial report and Treasurer’s recommendations be noted and accepted.

 

11.7 Precept Proposal for FY 2026–27

The Council considered recommendations from the Finance Committee meeting held on 15 October 2025, proposing a precept of £38,398.20 for the 2026–27 financial year.

Summary:

• Current precept: £27,418.00
• Proposed increase includes:
  • 2.3% Inflationary Rise
  • £10,350 for repayment of the land purchase interest-free loan
• Represents a Band D equivalent increase of approximately £47.76 per annum, with the expectation of an agreement to reduce this down in the November meeting £10,350 to £9000 by formal vote at either the next meeting or an extraordinary meeting.

 

• This would then result in the precept raise being varied to  £37,048.20, which equates to  £41.89 on a Band D. This breaks down as  £39.15 to service the loan and  £2.74 for inflation related rise.
•  remaining within the £45 ceiling approved in the public mandate.
• Expectation to revise down to approx. £37,000 in November once land purchase price is confirmed.

Motion:
To approve submission of a precept request of £38,398.20 to Vale of White Horse District Council for FY 2026–27, subject to review in November when final land figures are confirmed.

• Proposed: Cllr. FY
• Seconded: Cllr. DB
• Vote: Unanimous

RESOLVED:
That the precept for 2026–27 be set at £38,398.20, pending confirmation following completion of the land purchase.

14. IT, Emails and Hosting

The Clerk reported that all councillors now have access to their official council email accounts, with the exception of Cllr. Talbot, who is still experiencing access difficulties.

• The Clerk will assist Cllr. Talbot directly and liaise with Cllr. Head to finalise arrangements for email management and website hosting.
• The Crystal Hosting renewal invoice has been received and will be circulated for authorisation.
• Renewal costs remain within the approved IT budget.

NOTED.

 

15. Date and Venue of Next Meeting

The next full meeting of Upton Parish Council was originally scheduled for Tuesday 26 November 2025, but members agreed to bring the meeting forward to Tuesday 19 November 2025 at 7:00pm, to be held in the Village Hall Meeting Room.

• Proposed: Cllr. PH
• Seconded: Cllr. FY
• Vote: Unanimous

RESOLVED:
That the next meeting of Upton Parish Council be held on Tuesday 19 November 2025 at 7:00pm in the Village Hall Meeting Room.

 

UPTON PARISH COUNCIL

Minutes of the Parish Council Meeting
Date: Wednesday, 24th September 2025
Time: 19:00
Venue: Small Meeting Room, Upton Village Hall

Present
Chair: Cllr. Françoise Yates (FY)
Councillors: Cllr. Chris Seelig (CS), Cllr. Emma Watts-Lay (EWL), Cllr. David Beckles (DB)
Clerk: Benjamin Shaw
Apologies: Cllr. Matthew Tolbot (MT)
Members of the Public: Mr Peter Head (PH)

1. To receive apologies for absence

Apologies were received from Cllr. MT All other members were present.
Resolved: Apologies noted.

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

No declarations of interest were made.
Resolved: None declared.

3. To co-opt Peter Head onto the Parish Council as of 24th September 2025

The Chair invited members to consider the co-option of Mr Peter Head to the Parish Council.
Proposed by: Cllr. FY
Seconded by: Cllr. EWL
Vote: Unanimous in favour.
Resolved: Mr Peter Head was duly co-opted onto Upton Parish Council as of 24th September 2025. The Chair congratulated Cllr. Head and noted that the necessary paperwork would be completed and signed at a later date.

4. Open Forum

There were no members of the public present at the time of discussion.
It was noted that the Brownies had requested access to the recreation ground and asked if the gates could be dropped during their visits. This will be scheduled for the next meeting.
Resolved: Clerk to add the Brownies’ request to the next agenda.

5. To approve the minutes of the Parish Council meetings held on Wednesday, 23rd July 2025 and Friday, 5th September 2025

The minutes were circulated in advance.
Proposed by: Cllr. FY
Seconded by: Cllr. CS
Vote: Unanimous in favour (Cllr. PH abstained as he was not a councillor at the time).
Resolved: Minutes approved and signed by the Chair as a true and accurate record.

6. To hear questions and reports from the District Council

No representatives were present. A written report had been received and circulated.
Resolved: Report received and noted.

7. To hear questions and reports from the County Council

No representatives were present. A written report had been received and circulated.
Resolved: Report received and noted.

8. Planning

8.1 P25/V1051/FUL – Skippets Stables, Mobile Home, Dene Hollow, Chilton, Didcot

The Clerk reported that the application had been approved.
Resolved: Decision noted. No further action required.

8.2 Amendment (No. 2) – P25/V1051/FUL – Skippets Stables, Mobile Home, Dene Hollow, Chilton, Didcot

Members noted the amendment reduces proposed external lighting, following objections from Chilton Parish Council.
Proposed by: Cllr. FY
Seconded by: Cllr. DB
Vote: Four in favour, one abstention (Cllr. Peter Head).
Resolved: No formal comment.

9. Finance & Administration

Financial Summary (as at 31 August 2025):

• Treasurer’s Account: £29,490.15
• Business Bank Instant Account: £32,083.84
  Total funds available: £61,573.99

9.1 To agree the authorisers for next month’s payments

It was proposed that Cllr. David Beckles continue as an authoriser for the forthcoming month.
Proposed by: Cllr. FY
Seconded by: Cllr. EWL
Vote: Unanimous.
The Clerk confirmed additional online banking cards/readers for Cllrs. MT and FY were being issued.
Resolved: Authorisers agreed.

9.2 To approve payments made within budgeted amounts

Members reviewed payments since the previous meeting and confirmed all were within budget.
Proposed by: Cllr. CS
Seconded by: Cllr. FY
Vote: Four in favour, one abstention (Cllr. PH).
Resolved: Payments approved.

9.3 To sign off bank reconciliation to end of July & August 2025

Reconciliations presented; examined and signed.
Proposed by: Cllr. FY
Seconded by: Cllr. DB
Vote: Unanimous (one abstention — Cllr. PH).
Resolved: Bank reconciliations approved and signed.

9.4 To review all standing orders and approve

Standing orders currently include Tesco Mobile, Microsoft 365, and TFM Grounds Maintenance. Multiple grounds entries related to two months’ billing (including bins).
Resolved: Standing orders approved unanimously.

9.5 Presentation of End of Q1 & Q2 Financial Statements

Due to the Treasurer’s absence, presentation was deferred to the October meeting. The Clerk noted a healthy cash position and spend within budget.
Resolved: Defer to October 2025 meeting.

10. Draft Budget Proposal for FY 2026–2027

The Clerk outlined the process for the draft budget (1 Apr 2026 – 31 Mar 2027).

• Treasurer and Clerk to circulate a draft by email for comments.
• Councillors may suggest amendments and capital priorities.
• Finance Working Group to meet in October 2025 to finalise recommendations.
• Final budget and precept at Full Council — 29th Oct 2025.
  Resolved: Discussion deferred until Treasurer’s return; draft to be circulated in advance.

11. Appointment of Internal Auditor for 2025/26

No responses received from LCC, Auditing Solutions Ltd, or PATAS despite multiple contacts. Members considered re-appointing current auditor.
Recommendation: Reappoint Abbott Denton.
Proposed by: Cllr. FY
Seconded by: Cllr. EWL
Vote: Unanimous
Resolved: Abbott Denton appointed Internal Auditor for 2025/26.
Action: Clerk to confirm booking and bring engagement letter/fee to next meeting.

12. Recreation Ground – winter readiness & 2026/27 grounds maintenance planning

12.1 Trees

• Priority safety works discussed (incl. car-park entrance overhang; at-risk tree near power lines).
  Resolved: Seek three quotes from qualified arborists for a tree survey (with priorities) and any urgent works.
  Actions: Clerk to invite Michael Wilson and two others to quote (like-for-like spec); Clerk to write to SSE re at-risk tree; any minor pruning only with insurance, risk assessment and competence.

12.2 Drainage

• Surface drain by folding bollards is clear but requires regular sweeping.
  Resolved: Add monthly sweep to the grounds brief.
  Action: Clerk to arrange an immediate sweep and include in future specs.

12.3 Grounds equipment (mower)

Resolved: Service the ride-on mower this month within budget.
Action: Clerk to arrange collection/service and report advisories.

12.4 Grounds maintenance contracts (2026/27)

Resolved: Seek three like-for-like quotes using a written spec and site walk-through.
Actions: Clerk to prepare spec/map and invite TFM, Scofell, and one other; Cllr. Head to suggest an additional contractor; Finance committee to review and recommend.

12.5 Play area

Resolved: Obtain three quotes for swing replacement and phased improvements; arrange scheduled independent inspection.
Actions: Cllr. Françoise Yates to continue quotes (with/without installation) and liaise on compliance; Clerk to arrange next independent inspection and continue quarterly internal checks; Cllrs. FY & MT to explore grants once scope/costs confirmed.

12.6 Communications & volunteers

Resolved: Invite residents to discuss non-power-tool volunteering and grounds priorities at 29 Oct 2025; set out constraints clearly.
Action: Cllr. EWL to prepare a short notice for Upton News, Facebook, and the WhatsApp group.

12.7 Site security

Resolved: Change padlock codes on bollards/garage.
Action: Clerk to update and circulate to councillors (and event organisers on a controlled, temporary basis).

13. Village Survey – Update from Cllr. Yates

Volunteer Debbie [surname withheld] will coordinate a focus group (~12 residents) representing different interests/areas to shape a short village-wide questionnaire; two resident facilitators to assist; aim to complete initial focus-group work by 22 Oct 2025. A Parish Council representative will be invited.
Actions: Cllr. Yates to circulate links to prior surveys; members to submit proposed PC questions; Cllr. FY to liaise on attendance and report back in October.
Resolved: Update noted; Council thanks the volunteer.

14. Community Working Group – ACV Nomination: Chapel Furlong Land

Resolved: Public record to state “negotiations are ongoing and continuing in good faith with the vendor.” Further details to be discussed off the record after the meeting.

15. Village Matters

15.1.1 Recreation Ground

No further updates beyond Item 12. Resolved: Noted.

15.1.2 Football Pitch Hire

• Existing hirer ends on 30 Sept (two sessions early); refund request of £40.
  Resolved: Refund approved as goodwill.
  Proposed: Cllr. PH | Seconded: Cllr. EWL | Vote: Unanimous
• Previous hirer interested in returning (training only).
  Resolved: Clerk to negotiate at £50 per session; no parking on grass; toilets not included.
• Unauthorised Tuesday use: Clerk to monitor; if operating commercially, remind of non-commercial use policy.

15.1.3 Play Area

Weekly ROSPA-based visual inspections to continue, shared via a rota. Cllr. DB to attend next inspection (13 Oct).
Actions: Members to add dates to rota; Cllr. FY to induct; completed forms to Clerk monthly.
Resolved: Shared rota adopted.

15.1.4 External Audit

AGAR 2024/25: Correspondence ongoing. Minor numerical inversion identified and clarified; no impact anticipated.
Resolved: Noted; awaiting final sign-off.

15.1.5 Storage Container

Further work paused due to access constraints.
Resolved: Cllr. FY to discuss alternative storage (e.g., metal boxes in garage) with donor; decision to October meeting.
Note: Ground conditions may delay any vehicle delivery until spring 2026.

15.1.6 Organisation of the Marquees

Reorganisation to follow storage decision.
Resolved: Review storage after donor discussion; subject to approval, schedule a Volunteer Maintenance Day to sort/clean/label before spring.

15.1.7 IT & Website

New parish emails being issued; website tidied. Peter McLaughlin intends to step back from management.
Resolved: Increase IT/website budget to £2,000 in the draft budget; Cllr. PH to review hosting/maintenance options with the Clerk/Treasurer.

15.1.8 Contributions to Upton News

Article to:

• Thank fete volunteers and donors (noting PC role/contribution).
• Note approx. £4,000 raised, proceeds to church, Blueberry School, and community projects (incl. play area).
• Invite expressions of interest in volunteering (maintenance/fundraising).
• Note grounds maintenance tender in progress; public input welcome at October meeting.
  Action: Cllr. EWL to prepare and submit the item.

 

Date of Next Meetings

• Finance Committee: Wednesday 15th October 2025, 19:00 — Upton Village Hall (Small Meeting Room)
• Full Council: Wednesday 29th October 2025, 19:00 — Upton Village Hall (Small Meeting Room)

 

UPTON PARISH COUNCIL

Minutes of the Extraordinary Parish Council Meeting

Date: Friday, 5th September 2025

Time: 19:00

Venue: Upton Village Hall Small Meeting Room

Present

Chair: Françoise Yates – FY
Councillors: Chris Seelig – CS, Matthew Talbot – MT
Clerk: Benjamin Shaw
Apologies: David Beckles – DB & Emma Watts-Lay – EWL
Members of the Public: Two

1. To receive apologies for absence

Apologies were received from Emma Watts-Lay (EWL) & David Beckles (DB)

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

None were declared.

3. Open Forum

Members of the public were invited to speak. Residents expressed support for the potential purchase of land for community benefit, noting the strong results of the parish survey which showed approximately 90% support.

The Council considered the proposed acquisition of land (c. 3.5 acres) for community use. The Clerk and Peter Head presented financing options and the outcomes of community engagement. The following key points were noted:

– Two offers of private loans: one interest-free, requiring confidentiality and specific resolutions; and one at a commercial rate.
– Public Works Loan Board (PWLB) financing was also considered; however, it may take up to six months to secure.
– Parish reserves of approximately £12,000 had been set aside for fencing, increased by a further £6,000 this year. Together with donations pledged (£41,000), available funds totalled c. £55,000.
– Community survey of over 140 households (out of 170) showed approximately 90% in favour, with an indicative maximum increase of £45 per Band D property per year. Coverage exceeded 75%, satisfying Department for Levelling Up requirements.
– Independent valuation of the land was £60,000 as farmland. Market expectations suggest £100,000–£120,000 as likely purchase price.
– The Council discussed affordability of bids up to £150,000, with maximum borrowing potential estimated at c. £156,000 via PWLB alone, or £180,000 if blended with the interest-free loan.
– It was emphasised that only sums required would ultimately be drawn down, even if permission to borrow a higher figure was sought.
– Applications for capital grants from other authorities would be pursued when available (e.g. South Oxfordshire reopening in February).

5. Resolutions

It was RESOLVED that:
a) The Council apply to the Secretary of State for permission to borrow up to £156,000 from the Public Works Loan Board.
b) The Responsible Financial Officer (RFO) be delegated authority to complete necessary checks, including confidentiality requirements and money laundering checks in relation to the private interest-free loan offer.
c) The Council notes that a further Extraordinary Meeting (or the scheduled meeting of 25th September) will be required to approve specific resolutions relating to acceptance of the private loan and to instruct legal review of the loan agreement.
d) The Clerk continue preparation of the business case to the Department for Levelling Up, incorporating the survey results and financial details.
e) The maximum indicative bid the Council may authorise, subject to loan approval, is £150,000, with any higher bids requiring further Council approval.

Proposed FY

Seconded MT

Vote Unanimous

Meeting Closed

UPTON PARISH COUNCIL
Minutes of the Parish Council Meeting
Date: Wednesday, 23rd July 2025
Time: 19:00
Venue: Small Meeting Room, Upton Village Hall

Present

Chair: Françoise Yates – FY
Councillors:, Chris Seelig – CS, Matthew Talbot – MT
Clerk: Benjamin Shaw
Apologies: David Beckles – DB & Emma Watts-Lay – EWL

District Councillors: Hayleigh Gascoigne,

County Councillor: Rebecca Fletcher

Members of the Public

 

1. To receive apologies for absence

Apologies were received from David Beckles (DB) and Emma Watts-Lay (EWL).
Noted.

 

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

There were no declarations of interest made by those present.
Noted.

 

3. To approve the minutes of the Parish Council meeting held on 25th June and the Extraordinary meeting held on 3rd July 2025

FY proposed approval of the minutes.

MT seconded the proposal.

The motion to approve was passed unanimously.

Decision: The minutes of the meetings held on 25th June and 3rd July 2025 were approved.

4. Open Forum

A member of the public presented a detailed proposal regarding the potential purchase of Lot 3, a parcel of arable land adjacent to Upton recreation ground. The speaker outlined:

• The land’s potential to provide a permissive path connecting the recreation ground to Sustrans Route 544, improving accessibility for residents including those with mobility issues.
• The formation of a working group of local residents (informal meeting held 17th June 2025, attended by 19 people with 40 apologies) to explore options for purchasing the land for community benefit.
• Intent to submit an Asset of Community Value (ACV) application to the Vale of White Horse District Council to secure a moratorium period for fundraising.
• Proposed funding would involve community donations, grant applications, and a Public Works Loan Board loan, with early estimates suggesting minimal impact on precept (~£2–3/month per Band D property).
• The working group has drafted terms of reference, appointed roles, and requested formal adoption by the Parish Council.
• The land, while currently of low agricultural value, has significant community potential and is believed to be overpriced due to speculative development interest.
• The group is also preparing evidence and gathering testimonials to support the ACV application.

Several councillors raised questions about:

• The viability and restrictions of the ACV process.
• The land’s current and future use, funding estimates, and planning considerations.

The Council noted the enthusiasm and early work of the group and agreed to consider formal adoption later in the agenda.

 

5. District Council Report

District Cllr Hayleigh Gascoigne updated on:

• The proposal for the ACV and confirmed she would liaise with officers to support the process, though she noted it was the first such request in her term.
• Grant funding: Vale councillors do not have personal grant budgets, but she will liaise with the grants team and research possible pots related to biodiversity and sustainability.
• An update on the planning application for the traveller site: she confirmed she had called it in to the planning committee based on planning grounds raised by the parish and local residents, though the decision to accept the call-in is pending. Planning policy, flood risk, and technical consultee objections were discussed as strong grounds for refusal. However, the Joint Local Plan gave conflicting weight between old and new guidance regarding the district’s traveller pitch provision.

Upton Councillors raised concerns about:

• The flood zone classification and unsafe access to the proposed traveller site.
• The potential liability if the site were approved despite these identified risks.

 

6. County Council Report

County Cllr Rebecca Fletcher reported:

• Her support in principle for the community land proposal, noting she has £10,000 of divisional funding available, subject to guidance on its usage. She will confirm whether it may support land acquisition or community facilities.
• Consultations are ongoing regarding:
  • Local government reorganisation
  • Congestion charge in Oxford City
  • Household waste recycling centres (HWRCs) – She expressed personal concerns about the direction and consultation framing.
• She is seeking updates on longstanding issues including speeding and pedestrian crossing requests on London Road (Blewbury/Savages).
• Regarding Coffin Way, she is investigating the previous discussions about upgrading the footpath to a bridleway. Historical and community context was shared by councillors and members of the public.

 

7. Community Working Group Formation and Asset of Community Value (ACV) Nomination – Chapel Furlong Land

Discussion & Resolutions:

1. Formation of a Community Working Group
   • Council unanimously approved the formal establishment of a Community Working Group comprising local residents to explore feasibility, community engagement, and funding pathways related to the potential acquisition of Lot 3.
   • Proposed: CS
   • Seconded: MT
   • Vote: Unanimous
2. Adoption of Existing Informal Group
   • Council agreed to adopt the existing informal group (established on 17th June) as the formal Community Working Group under the authority of the Parish Council.
   • Proposed: FY
   • Seconded: MT
   • Vote: Unanimous
3. Terms of Reference
   • A draft Terms of Reference, prepared by the group, was circulated and reviewed. Council approved the adoption of the draft, subject to minor formatting additions by the Clerk.
   • The Clerk will act as liaison and minute taker for the group in its advisory role.
4. Submission of ACV Nomination
   • Council agreed to submit an ACV nomination for Lot 3 to Vale of White Horse District Council, with preparation and drafting to be undertaken by the Working Group and submission handled by the Clerk.
   • Proposed: MT
   • Seconded: CS
   • Vote: Unanimous
   • Submission of the ACV will aim to trigger a moratorium on sale, enabling time for fundraising and formal negotiation.
5. Council Support
   • Council agreed to provide the Working Group with the following support:
     • Use of meeting space if needed.
     • Permission to advertise drop-in events or consultations under the Parish Council’s banner.
     • Liaison with the land agent once the ACV is submitted.
     • Consideration of potential financial support at a later date, e.g., repurposing fence earmarked funds (up to £12,000) for land acquisition if legally permissible and agreed.
6. Next Steps
   • The Working Group will finalise and provide materials to the Clerk for ACV submission by Thursday 27th June.
   • The Clerk and Working Group will submit the ACV on Friday 28th June.
   • Contact with the land agent will be made once submission is confirmed.
   • The Working Group will become a standing agenda item for progress reporting at future meetings.

8. Finance & Administration

8.1 Bank Balances as of 30th June 2025
The Council reviewed the bank balances as follows:

• Community Account (previously Treasurers Account): £7,843.20
• Commercial Instant Access Account (previously Business Bank Instant Account): £29,454.55
• Total Funds Available: £37,297.75

Noted.

 

8.2 Approval of Payments for June 2025
The Council reviewed and approved the list of payments made in June 2025, all of which were within previously agreed budgeted amounts. It was noted that while payments are pre-approved by budget, they must still be reviewed and formally approved for audit compliance.

• Proposed: MT
• Seconded: FY
• Vote: Unanimous

 

8.3 Approval of Payment Authorisers for July 2025
It was agreed that the Clerk and designated councillor CS would act as payment authorisers for the following month, subject to standard dual-control protocols.

Vote Unanimously Confirmed.

 

8.4 Bank Reconciliation to End of May 2025
The bank reconciliation for the period ending 30th June 2025 was reviewed and signed off by the Chair. Going forward, Cllr MT will act as the designated reconciliation co-signer.

Vote Unanimously Agree – Signed and noted.

 

8.5 Presentation of End of First Quarter Financial Statement
The Clerk confirmed that the Q1 financial summary has been drafted and that a detailed review session with Cllr Talbot (as Finance Lead) will take place in August. It was agreed that an updated and potentially improved reporting format may be adopted following that review.

Noted.

9. Village Matters

 

9.1 Recreation Ground

• Weekly Inspections: Cllr Yates confirmed that weekly visual inspections of the playground have been undertaken but not formally submitted. It was clarified by the Clerk that weekly reports must be recorded and submitted to meet legal obligations for insurance and liability purposes.
• A ROSPA-compliant inspection template has been circulated via Google Docs for councillors to complete weekly. PDF submissions should be emailed to the Clerk.
• Multiple councillors volunteered to support weekly checks, particularly when visiting with family.
• Action: Councillors to begin using the shared inspection form and submit weekly. Clerk to save reports to formal files.

 

9.2 Storage Container

• Update: No progress due to conflicting priorities (planning and land matters). Cllr Yates flagged delivery concerns from container companies relating to access and ground conditions.
• Proposal to Defer: Cllr Talbot proposed formally pausing container procurement until issues are resolved and time allows for better focus.
  • Proposed: MT
  • Seconded: CS
  • Vote: Unanimous

 

9.2A Marquee Inventory and Organisation

• Discussion: Clerk highlighted confusion during recent marquee hire due to disorganised storage and unclear colour coding of components.
• Decision: Council agreed to defer marquee reorganisation and revisit the proposal at the September 2025 meeting, once broader storage issues are resolved.
  • Proposed: CS
  • Seconded: FY
  • Vote: Unanimous

 

9.3 Nature Garden

• Update: No current progress. Garden is overgrown but this may be consistent with its natural, informal purpose.
• Concern was raised about over-reliance on volunteers, given past issues with volunteer engagement.
• Action: Deferred. Further review and updates expected at future meetings.

 

9.4 IT and Website

• Clerk’s .gov Email: Now live. Some early issues with delivery have been resolved.
• Website Migration: Website has not yet been migrated to the new .gov.uk domain. Peter McLaughlin has indicated he will soon cease self-employed status and will no longer carry insurance, creating a gap in technical responsibility.
• Management Plan:
  • CS volunteered to manage technical administration (hosting, moderation) but not content creation.
  • The council recognised the need to appoint or hire a professional with appropriate insurance to maintain compliance with .gov.uk rules.
  • A review of the website layout and structure will be scheduled for 2–3 councillors to determine needed updates.
  • Proposed: FY
  • Seconded: MT
  • Vote: Unanimous

 

9.5 Village Survey (originally misnumbered 9.6)

• Cllr Yates reported that initial contact has been made with Debbie (volunteer). Progress delayed due to personal circumstances but is expected to resume soon.
• Action: Continue to liaise and report at the September 2025 meeting.

 

9.6 Overflow Parking Fencing (originally 9.7)

• Council formally approved the appointment of CBT BEARD LTD for the fencing installation at the recreation ground, in line with Estimate 1288.
  • Proposed: FY
  • Seconded: CS
  • Vote: Unanimous

 

9.7 Overgrown Hedges and Vegetation (originally 9.8)

• Councillors noted several instances of hedges overhanging roads, especially along Stream Road, reducing road width and visibility.
• Action Plan:
  • Step 1: Draft a general message to all residents to be published in Upton News (July edition), encouraging hedge maintenance before the winter.
  • Step 2: In November 2025, revisit and consider direct letters to non-compliant properties if issues persist.
  • Proposed: MT
  • Seconded: FY
  • Vote: Unanimous

10. Planning

10.1 To Note Any New Applications or Decisions

• No new planning applications or decisions were reported. The Clerk confirmed that the planning portal is now checked daily to ensure up-to-date information.

Noted.

 

10.2 Consideration of Funding for Planning Consultant – Application P24/V2170/FUL (Land at Wattle Cottage Farm)

• The Council discussed the potential allocation of funds for hiring a professional planning consultant to support the Council’s response to planning application P24/V2170/FUL, relating to a proposed traveller site at Wattle Cottage Farm.
• The Chair reported that several planning consultants had declined involvement due to conflicts of interest. The most recent candidate withdrew after discovering a professional conflict.
• The Council agreed not to appoint a planning consultant at this time. Instead, Cllr Yates will continue to coordinate the response using internal resources and community expertise.

No vote required. Proposal withdrawn.

 

11. Councillor Vacancy

• The Council noted that a vacancy exists following the resignation of Cllr Brendan Heneghan.
• Cllr Yates has advertised the vacancy on local WhatsApp groups and requested a formal graphic from Cllr Watts-Lay to encourage applications.
• It was noted that Peter Head may be willing to join the Council after the current planning application is resolved.
• Discussion also took place regarding Cllr DB, who has missed several meetings. Councillors were reminded that if Cllr DB is absent from the next meeting in September, the Council must formally vote on whether he may continue in office under s.85 of the Local Government Act 1972.
• The council is already in agreement that Cllr DB should remain in office as their reason for absence is outside of their own control and is entirely valid. The thoughts of all Council Members and wider community are with Cllr DB and his family at this time.

Noted.

 

12. Contributions to Upton News

The Council agreed the following items would be submitted to the August 2025 edition of Upton News:

• Announcement of the formation and adoption of the Community Working Group for exploring the potential acquisition of Lot 3 (Chapel Furlong Land). This will encourage broader community involvement and transparency.
• Councillor Vacancy advertisement – a call for volunteers to consider co-option to the Council.
• Notice of recent car park maintenance work, to inform residents and prevent confusion.
• Brief warning regarding late-night antisocial behaviour in public spaces (including car parks), particularly concerning inappropriate vehicle use.

Additional suggestions:

• Begin considering themes for a community fundraiser linked to the recreation ground, with ideas such as an autumn scarecrow trail or seasonal celebration to be discussed at a later date.

Action: Clerk to draft article and circulate for approval prior to submission deadline.

 

13. Date of Next Meeting

• The next scheduled Parish Council meeting will be held on:
  Wednesday, 24th September 2025 at 19:00 in the Upton Village Hall, Small Meeting Room.

 

Meeting Closed.

UPTON PARISH COUNCIL
Minutes of the Extraordinary Meeting of Upton Parish Council
Held on Thursday 3rd July 2025 at 7.00pm
St Mary’s Church, Upton

Present:
Cllrs Francoise Yates (FY) (Chair), Matthew Talbot (MT), Chris Seelig (CS)
In attendance: Benjamin Shaw (Clerk), 31 members of the public

1. Apologies for Absence

Apologies were received and accepted from Cllrs Emma Watts-Lay (EWL) and David Beckles (DB).

2. Declarations of Interest

There were no declarations of interest made in relation to the agenda items.

3. Open Forum

The Chair suspended the usual public speaking time limits, with agreement from all councillors, due to the high level of public attendance and interest. Public participation lasted approximately 60 minutes, during which multiple residents shared views on planning matters, particularly regarding planning application P24/V2170/FUL.

The Clerk reminded attendees of the Council’s duty under the Equality Act 2010 and reinforced the need for respectful, planning-based language.

Concerns raised included:

• The appropriateness of development in an Area of Outstanding Natural Beauty (AONB)
• Site access, drainage and flood risks (Flood Zone 3)
• Infrastructure pressure and lack of amenities (schools, healthcare, waste)
• Enforcement concerns and retrospective application confusion
• Visual and environmental impact
• Need for legal or professional representation

Councillors confirmed that Upton Parish Council had already requested the District Council call-in the application for determination by committee.

A show of hands indicated unanimous public support (28 in favour, 3 observers) for the Parish Council to object to the application.

4. Planning Applications

4.1 P25/V1188/DIS – Pentreen, Stream Road, Upton OX11 9JG

Application to discharge Condition 7 (Drainage Details) of P24/V0675/HH.
Resolved: Council had no comment on the application.
Proposed: Cllr FY | Seconded: Cllr MT | Vote: Unanimous

4.2 P24/V2170/FUL – Land at Wattle Cottage Farm, Prospect Road, Upton OX11 9HT

Change of use from equestrian to a mixed equestrian and Gypsy/Traveller site for 4 pitches.
Resolved: Council resolved to object to the application on the following grounds:

• Inappropriate development in an AONB
• Location within Flood Zone 3
• Lack of suitable amenities and infrastructure
• Concerns regarding retrospective and unauthorised development
• Conflicts with Local Plan 2031 (including Core Policy 27)

Proposed: Cllr FY | Seconded: Cllr CS | Vote: Unanimous

Meeting Closed: 8.02pm

 

UPTON PARISH COUNCIL
Minutes of the Parish Council Meeting
Date: Wednesday, 25th June 2025
Time: 19:00
Venue: Small Meeting Room, Upton Village Hall

Present

Chair: Françoise Yates – FY
Councillors: Emma Watts-Lay – EWL, Chris Seelig – CS Brendan Heneghan – BH, Matthew Talbot – MT
Clerk: Benjamin Shaw
Apologies: David Beckles – DB,

District Councillors: Hayleigh Gascoigne, Debra Dewhurst

County Councillor: Rebecca Fletcher

Members of the Public

 

 

1. To receive apologies for absence
   Outcome: Apologies were received from DB. BH was noted as being late.

 

2. To record any declarations of interests relating to this meeting
   Outcome: No declarations of interest were made by those present

 

3. Vote on the Co-option of New Councillor to replace Cllr Benjamin Shaw – Proposed candidate Matthew Talbot (MT)
   Outcome: Matthew Talbot (MT) was unanimously co-opted as a new councillor, proposed by FY Seconded by EWL.

 

• New councillor MT appointed as Parish Council Treasurer.
• Training on council-specific financial practices will be made available.

 

1. To approve the minutes of the Parish Council meeting held on 28th May 2025
   Outcome: Proposed by Cllr EWL, seconded by Cllr FY, that the minutes of the previous meeting be approved as a true and accurate record.
   All councillors present were in agreement.
   Resolved: Minutes approved.
2. Open Forum
   To receive representations from members of the public (max 15 minutes, 3 minutes per person)

Residents raised a number of serious concerns regarding activities at a site known locally as Cottage Farm (also referred to as Wattle Farm), situated behind the George public house.

Key issues highlighted included:

• Burning of waste materials: The resident reported frequent open fires at the site, allegedly involving plastic and other domestic waste. These activities were described as detrimental to local air quality and potentially in breach of the Environmental Protection Act 1990.
• Unauthorised residential use: It was stated that four wooden chalet-style structures had been constructed and appeared to be in use for residential purposes, despite previous planning consent having been granted solely for equine-related facilities.
• Planning history: The resident expressed concern that the landowner may not have adhered to the original planning permissions and that the site is now subject to a retrospective planning application.
• Flood risk: The location was noted to fall within Flood Zone 3, and the suitability of permanent or semi-permanent structures in this area was questioned.
• Environmental impact: The site lies within a nationally designated landscape (formerly Area of Outstanding Natural Beauty) and is adjacent to a Local Wildlife Site. Concerns were expressed regarding potential damage to the local environment and biodiversity.
• Access and safety issues: Reports were made of challenges with site access, as well as risks to pedestrians and road users, particularly relating to the movement of horses and vehicles.
• Planning transparency: The resident raised concerns over the clarity and completeness of the submitted planning application documents, including the apparent omission of existing structures and site activity.

Response from District Councillors:
District councillors in attendance acknowledged the seriousness of the issues raised. They advised the following:

• The planning application would be formally called in to be considered by the Planning Committee, rather than determined by officers under delegated powers.
• They would consult with both the planning and enforcement teams at the district council to gain further clarity on the site’s history, current use, and any ongoing investigations.
• An extension to the public consultation period (originally closing 17 July) would be supported to allow adequate time for residents to comment.
• Emphasis was placed on the importance of making planning-based representations, referring to relevant local and national planning policies, including those related to flood risk, landscape designation, access, and service provision.

Next Steps:

• The residents who raised the concerns offered to collate relevant planning considerations and share these with the district councillors to assist with the call-in process.
• The resident also offered to circulate information within the village to ensure the wider community is aware of the application and encouraged to respond individually via the planning portal.
• The Parish Council agreed to hold an Extraordinary General Meeting (EGM) in the coming week to consult with residents prior to submitting its formal response.
• The Council will notify neighbouring parish councils, where appropriate, to ensure they are informed and able to consider potential cross-boundary impacts.

Environmental Health:

• It was noted that formal complaints have been submitted to the Vale of White Horse District Council’s Environmental Health department concerning smoke and odour nuisance.
• Residents are actively maintaining diary records to document the impact of smoke emissions.
• Concerns were also raised regarding potential commercial activity operating from the site without appropriate waste management licensing. The matter is understood to be under review by the relevant district council officers.
• A request was made for the district council to consider statutory nuisance enforcement and, if appropriate, the issuing of an abatement notice under the Environmental Protection Act.

The Parish Council thanked the resident for their detailed input and confirmed that all points raised would be duly considered ahead of submitting the Council’s formal response to the planning authority.

6. Finance & Administration

The Clerk presented the financial report as of 31st May 2025, summarising the balances in the Council’s accounts as follows:

Community Account (formerly the Treasurer’s Account): £16,516.93

Commercial Instant Access Account (formerly the Business Instant Account): £29,434.95

• 2: Approval and authorisation of payments for May 2025 within budgeted amounts.

• • Proposed: FY
  • Seconded: MT
  • Outcome: Unanimously approved

 

 

• 6.3: Approval and authorisation of next month’s payments
  • Proposed: FY
  • Seconded: MT
  • Outcome: Unanimously approved
• 6.4: Approval of bank reconciliation to the end of May
  • Proposed: MT
  • Seconded: FY
  • Outcome: Unanimously approved

• 5 To review financial reserves and earmarked funds

Planned expenditures include:

Posts around the recreation ground car park

Installation of a storage container

These planned works are not expected to exceed the available £7,000.

Resolution:

• It was proposed by Cllr. EWL, seconded by Cllr. FY to transfer £3,000 from the Reserve Account to the Community Account.
• Outcome: Unanimously approved.

 

• 6 Administration Review – Councillor Responsiveness and Procedural Timeliness

The Clerk raised concerns about delays in publishing draft minutes and other council business due to lack of email responses from councillors.

A quorum of three councillor responses is required to take actions between meetings.

Councillors were reminded:

Responses must be via email to ensure a formal audit trail; WhatsApp messages are not acceptable for decision-making.

 

• Update on post installation for the car park – Cllr EWL to liaise with builders on post solution.

Next Steps:

• Cllr. EWL to circulate all three quotations to councillors and the Clerk.
• Councillors to conduct independent due diligence (e.g. Checkatrade reviews, past work references).
• Wood sourcing was discussed; Webbs Wood was suggested for high-quality materials if Beard is selected.
• A final decision will be made via email vote once due diligence is completed and will be ratified at the next public meeting.

Resolution:

• It was unanimously agreed to defer the selection of contractor pending further review of quotes and references.

Camping Request – Up to No Good Event

Risk Assessment Non-Compliance:

• It was reported that no risk assessment was submitted in advance of the Up to No Good event, despite this being clearly requested in writing and in person as a condition of use for the recreation ground.
• The event went ahead regardless. While no camping ultimately took place, the requirement remained unmet.
• The Clerk advised that for audit and insurance compliance, a copy of the risk assessment is still required post-event, and Cllr. FY is tasked with obtaining this from the organisers (Bob Lott & Mike Tibbets).

Clerk’s Guidance:

• The Clerk reiterated that any event requiring closure of the recreation ground for private or charitable hire must provide a suitable risk assessment before approval, in accordance with council insurance requirements.
• If no risk assessment is on file, and an injury or incident occurs, the Council could be held liable.
• The Clerk noted that the organiser is likely to have a valid risk assessment (given the size of the event, presence of medical services, etc.) but failed to submit it in time.

Council Resolution:

• It was agreed that no future events will be permitted to proceed without prior submission of a risk assessment.
• The Clerk reminded councillors that they must be prepared to deny event access if documentation is not received in advance, to protect both the Council and public liability coverage.

 

Playground Safety, Maintenance and Weekly Inspections

ROSPA Inspection and Swing Issue:

• The most recent ROSPA quarterly inspection of the playground reported no major issues.
• However, during the Up to No Good event, a councillor identified that one of the wooden support beams on the twin swings was unsafe:
  • A suspected loose screw was found to be due to rotten timber rather than hardware failure.
  • One swing has since been removed for safety, and the other is deemed safe until winter, pending monitoring.
• The Council acknowledged the need to source a replacement beam and consider wider equipment maintenance planning.

Replacement Parts and Supplier Issues:

• It was suggested that replacement parts may be purchased from Kompan, the original equipment supplier.
• The Council was reminded that a historic dispute with Kompan resulted in an unresolved invoice dispute. While Kompan has not pursued the debt, there is concern they may refuse to sell replacement parts directly.
• The Council has previously used ARD as an intermediary to source parts, avoiding direct dealings with Kompan.
• It was agreed to review current suppliers and source prices for the replacement beam and other parts.

Legal and Insurance Considerations:

• The Clerk advised that repair or installation work should be carried out only by appropriately qualified professionals, in line with OALC recommendations and public liability insurance standards.
• While historically volunteers undertook repairs, under modern health and safety law, such actions pose legal and insurance risks unless qualifications and risk assessments can be demonstrated.

Fundraising and Grant Applications:

• The Council discussed the need for fundraising to support upcoming playground repairs and improvements.
• Cllrs. MT and the FY volunteered to assist with identifying and applying for grants, including community and environmental funds.
• Councillors noted that local residents with children may be willing to contribute or fundraise if approached.

 

Weekly Playground Inspections – Legal Requirement:

• The Clerk reminded the Council that weekly inspections are a statutory requirement, separate from quarterly professional reports.
• Cllr. FY currently inspects the equipment informally while visiting with her granddaughter.
• The Council agreed to implement a formalised system:
  • A Google Sheet will be created to log weekly inspections with dates and initials of the inspecting councillor.
  • This process will ensure a clear audit trail for insurance and legal compliance.

Action Points:

• Cllr. FY to register a Google account for the parish and set up the shared inspection log.
• Cllrs. FY and CS to coordinate the weekly inspection rota, beginning immediately.
• Clerk reiterated the urgency: the weekly inspection schedule must begin this week.

 

7.2 Storage Container Update

Cllr. FY shared information received about lorry bodies for sale in

These are fully metal units and may serve as an affordable alternative to a shipping container.

She agreed to investigate further and report back at a future meeting.

 

7.3 Nature Garden

• No activity reported for the nature garden this month due to commitments during the Up to No Good event.
• An update will be provided next month.

 

7.4   IT and Website Migration

Clerk Email Migration to .gov:

• The Clerk’s email address is in the process of being migrated to a .gov domain as per statutory requirements.
• The migration process has faced some technical challenges but is now underway and operational.

Website Transition to .gov Domain:

• The Parish website is also transitioning from the .co.uk domain to the .gov.uk domain.
• Cllr. Chris had previously been managing this task, but due to delays and the need to meet statutory deadlines, Peter was asked to take over as a matter of urgency.
• The current site will include a redirect message from the old domain to the new .gov.uk site.
• The Council noted this transition is required by central government by the end of the year.

Calendar Integration:

• Integration of the Google Calendar with the new website is ongoing.
• There is a current mismatch in systems between Alan (Upton News) and Peter. Alan appears to be screenshotting the calendar rather than using a synced version.
• Work is underway to migrate Upton News to a shared Google Calendar, which will allow automated updates to the village website.

 

7.5 Emergency Plan & First Aid

• The Council reviewed how other villages structure their emergency plans, noting that many maintain informal lists of local individuals with past or current first aid experience.
• It was confirmed that Upton Parish Council does not need to formally train or register first aiders, which would otherwise place individuals on national deployment lists.
• The aim is instead to maintain a non-binding contact list of residents who have previously undertaken:
  • First aid training (e.g. through work, teaching, gymnastics)
  • Mental health first aid
  • Medical experience (e.g. retired nurses or doctors)

Agreed Action:

• Councillors and Clerk to begin collecting names of willing individuals with prior training, for inclusion in the emergency plan contact list.

 

7.6 Village Survey

• The original contact found by Cllr. BJHS has withdrawn due to ill health.
• A new volunteer from the Annual Parish Meeting—a village resident with experience in survey design—has agreed to assist.
• She is professionally qualified and has access to a network of colleagues to support the work.
• The volunteer is unavailable in June, but has committed to begin work in July, with the intent of designing and distributing the survey using village volunteers, ensuring no cost to the Council.

Next Steps:

• Cllr. FY to liaise with the volunteer and provide further details and context in the coming weeks.
• Survey development is expected to begin in earnest in mid-July.

 

7.7 Neighbourhood Speed Watch

• A response has been sent to Mr and Mrs Dawes regarding their Speed Watch initiative.

Background and Status:

• The Speed Watch programme was started several years ago but did not progress due to lack of volunteers.
• The Council already owns speed monitoring equipment (e.g. signs, speed gun), which is securely stored.

Liaison Role and Responsibilities:

• Cllr. MT agreed to act as council liaison for the Speed Watch group, replacing Cllr. BH, who is resigning.
• The liaison role is administrative only, not operational – Cllr MT is not expected to participate in roadside monitoring.
• Cllr. BH will conduct a handover to brief Cllr. MT on equipment access, required forms, and procedural guidance.

Volunteer Requirement:

• A minimum of six trained volunteers is required for the group to operate.
• The Council agreed to facilitate communication and promote the call for volunteers, but not to manage the group.
• Cllr. EWL suggested a public call for volunteers, which can be shared via parish channels.

 

7.8 Overflow Parking and UVAT Communication

Background:

• The Clerk and Chair recommended proceeding with installation of boundary posts before formally addressing the issue of hirers parking on the recreation ground grass following previous requests to UVAT, to demonstrate proactive resolution.

Action Agreed:

• Once a contractor is confirmed and final costs are known, the Council will send a letter to UVAT requesting a 50% contribution toward the boundary post project, given UVHAT significant use of the parking space.
• Clerk to draft and issue the letter, and Chair to speak with Rob Traynor Chairman of UVAT in person.

Temporary Measures:

• Cllr. FY had previously volunteered to produce temporary no-parking signage but did not proceed due to lack of appropriate attachment points and the short-term nature of the issue. No further action required at this stage.

 

7.9 To approve the Purchase of Upton Parish Council WhatsApp

• The Clerk proposed installing WhatsApp on the official Parish Council mobile phone to:
  • Ensure messages sent appear as from Upton Parish Council, not individual councillors.
  • Improve consistency and continuity in official messaging.

Cost and Device Control:

• There may be a small one-time fee (a few pounds) for setting up WhatsApp on a new device.
• Access would be restricted to the official council laptop and mobile phone, ensuring continuity for future clerks or when cover is needed (e.g. during holidays).

Resolution:

• The Council approved the installation of WhatsApp on the parish council phone for official use.

 

7.10 Approval of Purchase – Upton Parish Council Printer/Scanner

• The Clerk requested permission to purchase a printer-scanner, citing significant inefficiencies in manually scanning large volumes of council documentation.
• Due to legal and archiving requirements (e.g. AGAR reports, signed minutes), wet-ink signatures and physical scans are still mandatory for many council documents.
• Laser printers were recommended for lower cost-per-page and better longevity than inkjets.
• The proposed budget range is £300–£500, covered by the Council’s transparency/IT reserve, not impacting other funds.

Resolution:

• Proposed: MT
• Seconded: FY
• Outcome: Unanimously approved
• Clerk to proceed with purchase.

8. Planning

8.1 The Council received a planning application link referencing the Old Workshop on Church Street, but the associated link pointed to an unrelated Brewery Lane application.

8.2 Councillors attempted to locate the correct application via the planning portal but were unable to find it due to the website malfunctioning.

Next Steps:

• It was agreed to hold an extraordinary meeting due to planning deadlines once the correct application is available, to allow residents to review and comment.
• Proposed Date: Thursday next week (exact date TBD based on venue availability)
• If the Village Hall is unavailable, the Church will be used as an alternative venue.
• Clerk to confirm venue and ensure Alan includes the meeting notice in the Upton News.

 

9. 9. Correspondence and Resident Matters

9.1 Formal letter to UVHAT re parking policy enforcement – Clerk & FY

It was agreed that the Clerk would not send a formal  letter to UVAT at this stage.

Instead, the Council will proceed with securing the boundary and request a donation from UVAT for 50% of the total cost.

Once a supplier is confirmed, the Clerk will write to UVAC formally requesting the contribution.

Cllr. FY did not produce signage, citing lack of a suitable attachment location and the fact that the issue has not escalated further.

Council agreed no further action required at this time.

9.2 Resident concerns over burning and health hazards – report to Environmental Health

• A resident contacted the Council regarding burning of waste and resulting smoke.
• The Clerk responded, providing links to the appropriate complaint and planning enforcement portals.

Advice to Councillors:

• If approached by residents on similar issues, councillors should direct them to the relevant reporting links rather than offering opinion or advice.

 

10. Grants & Funding

Clerk confirmed submission of an SSEN grant application for solar panels and battery storage at the Village Hall.

Research into County and District energy funding is ongoing, and a second grant application is expected to be submitted before the end of the month.

 

11 – Councillor Vacancy

• Following Cllr. Brendan’s formal resignation, the Council now has one vacancy.
• The Clerk was instructed to notify the Vale of White Horse District Council to begin the official vacancy process.

Next Steps:

1. Clerk informs Democratic Services.
2. A 14-day notice period follows, during which 10 electors can call for an election.
3. If no election is called, Council may co-opt a new councillor.

Resolution:

• Proposed: FY
• Seconded: EWL
• Unanimous vote to advertise the vacancy.

 

12. Contributions to Upton News

• Upton News Summary
  Cllr. EWL agreed to draft a summary of the meeting for Upton News.

 

13. Date of Next Meeting

• Wednesday 23rd July 2025 at 19.00
• Extraordinary Planning Meeting:
  Scheduled for Thursday, 3rd July 2025 at 7:00 PM. Clerk to confirm and book St Mary’s Church due to Hall unavailability. Public notice to be issued via email, Facebook, and WhatsApp.