UPTON PARISH COUNCIL

Minutes of the Extraordinary Meeting of the Parish Council
Held on Wednesday 3^rd December 2025 at 8:00pm
In the Small Meeting Room, Upton Village Hall

1. Present

Cllr Francoise Yates

Cllr Peter Head

Cllr Chris Seelig

Cllr David Beckles

Cllr Matthew Talbot
Clerk/RFO: Benjamin Shaw

2. Apologies for Absence

Apologies were received from:

Cllr Emma Watts-Lay

The apologies were noted and accepted.

 

3. Declarations of Interest

The Chair invited all members to declare any disclosable pecuniary interests

relating to items on the agenda.

No declarations of disclosable pecuniary interests were made.

RESOLVED: No declarations recorded.

 

4. Open Forum (Public Participation)

The Chair invited representations from members of the public, in accordance with

the 15-minute maximum time allowance (maximum 3 minutes per person).

No members of the public were present.

NOTED.

 

5. Approval of Minutes – Parish Council Meeting of 19 November 2025

The minutes of the meeting held on 19th November 2025 were reviewed.
It was RESOLVED that the minutes be deferred until amendments can be made at the next scheduled meeting.

 

6. Resolution Proposed by Cllr Peter Head – DLUHC Borrowing Application: Chapel Furlong Land Acquisition

 

RESOLUTION: DLUHC Borrowing Application – Chapel Furlong Land Acquisition

Upton Parish Council RESOLVED to seek the approval of the Secretary of State for Levelling Up, Housing and Communities to apply for borrowing of up to £103,202 for the Chapel Furlong land acquisition, comprising:

An interest-free private loan of up to £90,000 over a borrowing term of 10 years (approved by Council resolution October 2025, subject to RFO due diligence); and

Commercial borrowing from PWLB or alternative sources of up to £13,202 over a borrowing term of 15 years (only to be drawn if necessary).

 

The annual loan repayments will come to around £10,324 (comprising £9,000 per annum for the interest-free loan, plus approximately £1,324 per annum for the commercial borrowing if fully drawn).

It is also intended to increase the council tax precept for the purpose of the loan repayments by £10,350, which is the equivalent of an additional £45 per annum for Band D properties (representing an increase of approximately 37.7% from the current Band D precept of £119.26 to £164.26). This was subject to a precept increase consultation.

The Council approves the Land Acquisition Business Case dated 05/11/2025 as the basis for this borrowing application, which includes comprehensive community consultation demonstrating 90.6% resident support for the land acquisition and associated precept increase.

The Clerk/RFO is authorised and instructed to:

Submit the completed DLUHC borrowing application within 5 working days of this resolution

Provide all supporting documentation required by DLUHC

Respond to any queries from DLUHC during the approval process

Report back to Full Council upon receipt of DLUHC decision

The RFO shall notify DLUHC of the actual loan amount drawn down following completion, in accordance with DLUHC guidance.

 

The Chair confirmed that, to the best of her knowledge and belief, no councillor

present is subject to Section 106 of the Local Government Finance Act 1992

(i.e., no councillor has council tax arrears of 2 or more months at the date

of this meeting) and therefore all councillors present are eligible to vote on

this matter.

 

Proposed by Cllr Peter Head

Seconded by Cllr Francoise Yates

Vote Unanimous

 

 

7. Date and Venue of Next Meeting

The next full Council meeting will be held on:

Wednesday 28th January 2026 at 19:00
Meeting Room, Upton Village Hall

 

UPTON PARISH COUNCIL

Minutes of the Meeting of the Parish Council
Held on Wednesday 19th November 2025 at 7:00pm
In the Small Meeting Room, Upton Village Hall

Present:

Cllr. Peter Head
Cllr. Matthew Talbot
Cllr. Chris Selig
Cllr. Francoise Yates

In Attendance:

Debra Dewhurst – District Councillor

County Councillor – Bekka Fletcher

Benjamin Shaw (Clerk)

Apologies:

Cllr. David Beckles

Absent (No Apologies Received):
Cllr. Emma Wats-Leigh (Council noted she has indicated informally her intention to resign, but no formal written resignation has yet been received.)

 

1. Apologies for Absence

Apologies were received from Cllr. David Beckles.
No formal apologies were received from Cllr. Emma Wats-Leigh, although it is understood she intends to resign due to personal circumstances.

RESOLVED: Apologies were received and accepted.

 

2. Declarations of Interest

The Chair asked members to declare any pecuniary or personal interests in matters on the agenda.
No declarations of interest were made.

RESOLVED: No declarations recorded.

 

3. Open Forum

No members of the public were present.

RESOLVED: Open Forum closed

 

4. Approval of Minutes of the Meeting Held on 29th October 2025

The draft minutes of the meeting held on 29 October 2025 had been circulated in advance.
Amendments were submitted by Cllr. Head and Cllr. Yates  and were incorporated.
Amendments included correction of an acronym and clarification regarding the precept figures.

Proposed: Cllr. Francoise Yates
Seconded: Cllr. Peter Head
Vote: Unanimous

RESOLVED: That the amended minutes of the meeting held on 29 October 2025 be approved and signed as a true and accurate record.

 

5. Planning

The Clerk reported that no new planning applications had been received since the previous meeting and there were no updates to existing applications.

RESOLVED: Planning position noted.

 

Council Resolved by unanimous vote to move Agenda item 7 ahead of Item 6 due to the late arrival of Cllr Dewhurst

The Chair advised that, with the consent of members, Items 7 and 8 would be brought forward to allow the County Councillor to present her report upon arrival.

 

 

7. Reports from the County Councillor (taken out of order with Council’s agreement)

 

Cllr. Rebecca Fletcher (Oxfordshire County Council) attended and delivered an update, supplementing her previously circulated written report.

 

Highways – New “Asset Relief” Team

The County Councillor highlighted the launch of a new Highways Asset Relief Team, tasked with addressing small-scale highways and streetscene issues, including:

Cleaning and repairing street furniture

Replacing damaged or obscured signage

Vegetation management around pedestrian areas

Surface debris clearance to support gully maintenance

Removal of utility company cones, barriers and abandoned signage

Minor pedestrian safety enhancements

She emphasised that the team is new, motivated and seeking early opportunities to demonstrate strong performance. Parishes are encouraged to flag issues promptly.

Members discussed local concerns, and the Council raised:

Significant tree debris and mulch accumulation along Station Road / Beeching Close, forming a bank high enough to obstruct bin collection. Clearing is likely to require manual digging rather than standard gully cleaning.

The County Councillor agreed to refer this directly to the new Highways team for inclusion in their early work schedule.

 

Fix My Street

Cllr. Fletcher noted that Fix My Street requests are routed through several internal teams, creating delays. Parish Councils may send urgent or persistent issues directly to her for escalation to the Asset Relief Team where appropriate.

 

Fire & Rescue Service Consultation

The County Councillor drew attention to the open public consultation on Oxfordshire Fire & Rescue Service proposals. She noted:

Some public concern relates to stations that are not fully manned and already have limited operational hours.

Proposed changes mostly reflect redeployment rather than loss of coverage.

The consultation is county-wide; members may respond if desired.

Household Waste & Recycling Centres – New Booking System

Cllr. Fletcher briefed the Council on the County Cabinet’s recent decision to introduce:

A booking system for Household Waste & Recycling Centres

Revised and reduced operating hours

Implementation expected from 2027

She expressed concerns about:

Potential for reduced accessibility

Risk of congestion simply shifting to booked time slots

Unknown impacts on recycling rates

Members expressed concern that the change may indirectly increase fly tipping. The County Councillor noted a referenced study indicating booking systems do not correlate with increased fly tipping, but agreed that the matter requires monitoring.

 

Coffin Way Cycle Route Discussions

The County Councillor reported an enquiry from a resident regarding potential for a safe cycle route via Coffin Way. She noted difficulty obtaining background from OCC officers.

The Parish Council provided context:

Coffin Way has been the subject of previous proposals, some involving tarmacking and lighting—strongly opposed by residents (especially in Blewbury).

Residents value Coffin Way as a non-cycling pedestrian and dog-walking route.

Any future proposal must balance safety with heritage and rural character.

Cllr. Head noted that several residents had raised concerns about walkers being pressured off paths by cyclists in other areas and wished to preserve at least one cycle-free route.

Cllr. Fletcher requested any historical files or notes the parish holds; the Chair will supply background information.

 

Possible Footpath Improvements (Savages / A417)

Council discussed challenges with:

Crossing the A417 safely between Upton and Blewbury

The lack of a connecting footpath to link existing rights of way

Desire paths currently used through private land (cricket pitch) which could be closed at any time

The County Councillor advised that Blewbury PC is exploring a pedestrian crossing with dark-skies-compliant lighting, and that similar interventions may have potential in the longer term.

 

Councillor Priority Fund

The County Councillor confirmed that the Councillor Priority Fund (up to £10,000 total, minimum bid £500, closing November 2026) may support:

New playground equipment (e.g., replacement swings)

Community projects

Not routine maintenance

Council discussed the upcoming swing replacement and agreed it may be an appropriate candidate.

Cllr. Fletcher will forward the application link.
The Clerk and Treasurer will maintain a calendar of grant deadlines and allocate opportunities to relevant portfolio leads.

 

Thanks from the Council

Members thanked Cllr. Fletcher for her support on:

Highways matters

Traffic and safety guidance (Manual for Streets)

Ongoing liaison with district and county officers

 

RESOLVED:
That the report from the County Councillor be received and noted, and that issues raised under Station Road/Beeching Close be escalated via the new Highways Asset Relief Team.

Cllr. Fletcher left the meeting at this point.

 

8. Chapel Furlong Land Acquisition – Revised Borrowing Business Case and DLUHC Application

Cllr. Head introduced the updated business case for borrowing in relation to the proposed purchase of the Chapel Furlong land.

He explained that:

The original business case had assumed a total project cost of £256,000.

Following negotiations, the current anticipated purchase price is lower (c. £155,000), but in order to maintain a safe margin for professional fees and related costs, the revised total project cost has been set at £171,000.

Within this framework, the proposed borrowing requirement remains £90,000, consistent with previous resolutions and the public consultation.

The annual loan repayment element to be funded via the precept remains at £9,000 per year over 10 years, unchanged from the public mandate and the earlier financial modelling.

The uplift for loan servicing continues to fall within the Band D increase of up to £45 per annum previously consulted on with parishioners.

Cllr. Head confirmed that:

The revised business case has been reworked to meet OALC and DLUHC requirements, and OALC officers have now indicated they are content that they have “added value” and that the documentation is compliant.

The application for borrowing approval has now been submitted (subject to these minutes confirming Council’s approval of the revised business case).

The total borrowing headroom requested from DLUHC allows the Council to draw down only what is needed at completion; there is no obligation to use the full amount approved.

The Clerk/RFO reminded members that:

No borrowing may be undertaken under any circumstances until written approval is received from the Secretary of State / DLUHC.

Once approval is granted, Council will still decide the actual amount to draw down, based on the final purchase price and the confirmed level of community donations and the interest-free loan.

 

8.1 Interest-Free Loan – Update

The Clerk provided a brief update on the anonymous interest-free loan:

The draft loan agreement (previously approved in principle) has been issued to the lender, who has now referred it to their own legal adviser.

The lender remains in contact and engaged; turnaround will depend on their legal advice.

The Clerk will ensure all AML and due diligence checks are completed and recorded in the confidential file, in line with earlier Council resolutions.

 

8.2 Land Purchase – Confidential Status Update (for noting)

The Clerk gave a confidential verbal update on the status of negotiations for the land purchase.

 

Council noted that:

Details of the ongoing negotiations, including indicative price and beneficiary positions, must remain strictly confidential until exchange of contracts.

There remains a risk that the sale may not proceed, and no public announcements on price or status will be made until legal completion.

NOTED.

 

8.3 Resolution – Approval of Revised Business Case and Borrowing Application

Motion:
That Upton Parish Council:

Approves the revised business case for the Chapel Furlong land acquisition, including the updated total project cost of £171,000 and the borrowing requirement of up to £90,000;

Confirms the precept-funded loan servicing element of £9,000 per annum over 10 years, in line with the previously consulted Band D increase; and

Authorises the Clerk/RFO to submit (and, where necessary, update) the borrowing approval application to DLUHC / the Secretary of State on this basis, and to take all necessary steps to progress the approval, noting that no borrowing may be entered into until written consent is received.

Proposed: Cllr. Peter Head

Seconded: Cllr. Matthew Talbot

Vote: Unanimous

 

RESOLVED:
That the revised Chapel Furlong borrowing business case be approved and that the Clerk/RFO be authorised to progress the DLUHC borrowing approval for up to £90,000, with loan repayments of £9,000 per annum over 10 years, in line with the public mandate and previous Council decisions.

 

6. Report from the District Councillor

(Considered after Item 8 with the consent of Council.)

Cllr. Dewhurst (District Councillor, Vale of White Horse DC) attended and presented a report, supplementing the written update previously circulated.

 

Local Government Reorganisation – Ridgeway Council Proposal

The District Councillor summarised current discussions on local government reorganisation in Oxfordshire:

Vale of White Horse DC has expressed support for the “Ridgeway Council” model: a cross-boundary unitary authority incorporating Vale of White Horse DC, South Oxfordshire DC and West Berkshire Council.

This is a proposal only; the final decision rests with central government.

The intention is to promote a model that better reflects rural identity, existing joint working, and the geography of the North Wessex Downs area.

Members noted that Upton PC has already formally endorsed the Ridgeway Council option in previous resolutions and communicated this to the relevant leaders, MPs and the Secretary of State.

 

Joint Local Plan – Inspector’s Findings and Ministerial Intervention

Cllr. Dewhurst updated Council on the position regarding the Joint Local Plan for Vale of White Horse and South Oxfordshire:

The Planning Inspector had previously rejected the Joint Local Plan on the basis of an alleged “failure to cooperate” with Oxford City Council.

Since then, Matthew Pennycook MP, Minister of State for Housing and Planning, has written to the Planning Inspectorate expressing concern that councils are not being given clear guidance on what is required to demonstrate cooperation, and that the decision appears unduly harsh.

Both district councils have also written to the Inspector asking for the decision to be reconsidered.

In the meantime:

The current adopted Local Plan for the Vale remains in force.

There is no immediate risk of speculative large-scale development in Upton arising from the Joint Local Plan issues.

Council noted the update and remained supportive of the districts’ efforts to secure a fair and workable planning framework.

 

Great Western Park Health Centre – Further Delays

The District Councillor gave a detailed update on the stalled Great Western Park Health Centre project:

Planning permission has been granted and a third-party developer (Azure) has been selected to build the facility.

The funding exists, but the NHS bodies involved (BOB ICB / NHS England) have discovered there is currently no workable mechanism for transferring the capital to the developer under their internal rules.

This is a repeat of earlier problems involving land and funding transfers between the Vale, developers and NHS bodies, and reflects systemic issues in NHS governance and procurement.

As a result:

The project is stalled again, with no immediate prospect of “spades in the ground”, despite planning approval and available funds.

There is ongoing work between the councils and NHS bodies to identify a lawful payment route, but no timescale has been confirmed.

Members expressed strong concern about:

The ongoing pressure on Didcot GP practices, including reports of residents being unable to secure same-day appointments even when acutely unwell.

The apparent lack of urgency within NHS structures when both land and money are already in place.

 

Valley Park – Healthcare Contributions and Triggers

Cllr. Dewhurst reported that:

At Valley Park, the first trigger of 500 occupied homes is now being reached, meaning the first tranche of healthcare contributions will be released.

The NHS will be able to use these funds either to:

Construct a new health facility on Valley Park (land is set aside), or

Allocate the money to other healthcare provision in the wider area.

Members noted with concern that:

There is no guarantee the money will be used to deliver a new local surgery;

Decision-making rests with the NHS/BOB ICB, not the local councils.

 

Action – Letter to BOB ICB on Primary Care Provision

Council agreed that the situation regarding primary care for Upton and surrounding villages is unacceptable and that consistent pressure should be applied.

ACTION:
The Clerk to draft a letter, on behalf of Upton Parish Council, to BOB ICB (copied as appropriate to NHS England and the local MP), to:

Highlight the ongoing difficulties residents face accessing GP and nurse appointments;

Express concern that the Great Western Park health centre remains stalled due to internal NHS funding mechanisms;

Request a clear timetable and delivery plan for both Great Western Park and any future facility at Valley Park; and

Ask that s106/health contributions are prioritised for new local facilities, not simply absorbed into the general system.

Draft to be circulated to members for comment before dispatch.

 

Section 85 / North Wessex Downs and Ridgeway Council – Acknowledgement

The District Councillor confirmed:

Receipt of Upton Parish Council’s previously submitted resolutions on:

Section 85 protections for the North Wessex Downs National Landscape; and

Support for the Ridgeway Council model.

She noted that responses from other bodies to such representations are often limited but that the parish’s position has been recorded and is helpful context for district-level advocacy.

 

Harwell Campus, Crown Estate Land and AONB Concerns

Cllr. Dewhurst briefed the Council on concerns raised in nearby parishes regarding Crown Estate land adjacent to Harwell Campus, much of it within the North Wessex Downs National Landscape:

The Crown Estate has acquired a large area of agricultural land running from the edge of Harwell Campus towards the Hendreds / Rowstock, within the AONB.

There is emerging discussion of a possible new “science campus”-type development on this land, effectively a second complex beside Harwell, potentially with substantial built form, parking and lighting.

Harwell Campus management (and local parishes) are reportedly opposed, pointing out that:

Harwell already has 2–3 million sq ft of brownfield capacity available for development;

A significant quantum of new floorspace is still unoccupied on the existing campus;

Additional AONB land take is therefore not justified.

Council noted:

Any large-scale development in this area would raise serious landscape, dark skies and traffic concerns for Upton and neighbouring parishes.

The Crown Estate is not bound by exactly the same planning constraints as Harwell Campus itself, and income from its development flows directly into the Treasury, creating a potential incentive to maximise development.

The importance of Section 85 duties and the North Wessex Downs Management Plan in resisting inappropriate schemes.

Members agreed it would be helpful for Upton to:

Maintain close liaison with the North Wessex Downs National Landscape team, including Director Henry Oliver and their legal adviser;

Support neighbouring parishes (e.g. Chilton, Harwell, the Hendreds) in any future representations; and

Consider inviting Harwell Campus representatives to a future meeting if a formal proposal emerges.

 

Future Unitary Transition and Service Risk

The District Councillor briefly commented on:

The anticipated move to unitary arrangements and concern that, during the transition period, some services may suffer due to:

Staff uncertainty and movement;

Reduced incentive for district councils to embark on longer-term projects that may not be delivered by them.

Council acknowledged the risk and stressed the importance of maintaining communication with both district and county officers during the transition.

 

RESOLVED:
That the District Councillor’s report be received and noted, and that the Clerk write to BOB ICB as set out above.

 

9. Village Matters – Updates

 

9.1 Recreation Ground / Grounds Maintenance Contract – Update

The Clerk reported that updated quotations had been received from:

Scofell – clear, itemised quotation, including mowing and strimming of village footpaths and rights of way to the parish boundary (e.g. Station Road, Coffin Way approach, paths by Walthall Cottage Farm, Frog Alley/Common Lane and the recreation ground);

Tactical Facilities Management (TFM) – lower price but less clear specification and with a historical pattern of weaker communication and quality concerns.

The Scofell quotation is approximately £800 higher than TFM’s. Members discussed:

The higher standard of work previously delivered by Scofell, including keeping paths fully passable;

The need to justify any higher cost to parishioners, particularly given precept pressures and feedback at the Annual Parish Meeting that some residents do not expect footpaths to be maintained to a “park-like” standard;

That, in practice, TFM’s 2025 season output had been acceptable, with footpaths generally usable, though some concerns remained about workmanship (e.g. debris left in place).

Council was minded to prefer Scofell on grounds of reliability, clarity and quality, but felt that an £800 differential could not be justified.

 

RESOLVED:

That the Clerk be authorised to negotiate with Scofell for a revised annual contract price of c. £5,500 (approximately within 5% / £200 of the TFM quotation), even if this requires removing some strimming or minor elements of work from the specification;

That, if Scofell is able to reduce its quotation to around this level, the Clerk may recommend award of the 2026 grounds maintenance contract to Scofell;

That if a satisfactory revision cannot be achieved, the Clerk is to report back to the next meeting with options, including retaining TFM.

Proposed: Cllr. Chris Selig

Seconded: Cllr. Francoise Yates

Vote: Unanimous

 

9.2 Volunteer / Working Group Approach – Update

Council received an update on plans to develop a volunteer working group model:

Cllr. Head reported that several residents had expressed willingness to volunteer, particularly around playground support and small village tasks, provided there is clear direction and structure.

The intention is to create a play area working group (to support inspections, light maintenance and tidying) under Parish Council oversight, and potentially future groups for wider village projects and any new land acquired.

Any arrangements will require a simple “rules of engagement” document (scope, responsibilities, insurance, reporting to Council).

 

ACTION:
Cllr. Head and the Clerk to prepare a draft structure and terms of reference for a volunteer/working group model (starting with the play area) and bring proposals to Council in early 2026.

NOTED.

 

9.3 Tree Works / At-Risk Trees – Update

The Clerk confirmed that:

Michael Wilson (tree and grounds contractor) is scheduled to visit the following day to inspect trees identified as potential risk areas (including the car park/fire engine access, trees near the pump track, and the cluster behind the bench).

A prioritised schedule of works and quotations will be brought to the next meeting.

NOTED.

 

9.4 Football Pitch Hire – Refund and Enquiry

The Clerk reported that:

The £40 refund agreed at the previous meeting for unused football pitch bookings has now been processed/authorised via online banking.

The resident who hired the pitch has also asked whether, if the Chapel Furlong land is purchased, it could be used for grass football pitches, noting strong local demand and a typical rate of up to £75 per hire per pitch.

Council reiterated that:

Any use of new land must follow a village-wide consultation and business planning;

A simple business case from the enquirer would be helpful to assess parking, facilities and grant opportunities in due course.

 

ACTION:
Clerk to confirm the refund and invite the resident to submit a short written business case for football pitch use for consideration by the Community / Land Working Group once the land position is known.

 

9.5 Play Area – Maintenance, Safety and Future Planning

Cllr. Yates reported:

The ROSPA inspector is scheduled to attend the following day to carry out the annual safety inspection;

A representative from PlaySafe (or equivalent) is due to visit next week to discuss options and prices for future replacement and refurbishment, feeding into longer-term planning.

Council reaffirmed that:

Safety remains the first priority; any unsafe equipment will be promptly removed or isolated;

Major capital spend (e.g. full swing replacement) remains dependent on the land purchase outcome and grant opportunities, as agreed at the October meeting.

NOTED.

 

9.6 Play Area – 10-Year Costing / Grant Planning

The Clerk and Treasurer highlighted the importance of:

Developing a 10-year indicative plan for play equipment renewal and upgrades, to support grant applications (e.g. OCC Councillor Priority Fund, district grants, National Lottery, etc.);

Aligning this with any future Chapel Furlong land consultation.

Council discussed the Oxfordshire County Councillor Priority Fund, noting:

It could be suitable for a new/replacement swing or similar capital item, particularly where the parish can show community fundraising already in place;

It is less suitable for routine maintenance, which is not regarded as “new provision”.

 

RESOLVED:

That grant funding opportunities (including OCC Councillor Priority Fund and others) be treated as a standing agenda theme under Finance/Village Matters, to ensure windows are not missed;

That the Treasurer and Clerk work together to:

Map out key grant deadlines and criteria;

Prepare a 10-year indicative play area costing plan; and

Bring forward specific grant proposals (e.g. for swing replacement) at the earliest appropriate opportunity.

 

9.7 Weekly Play Area Inspections – Rota

Cllr. Yates confirmed that:

Weekly inspections are being completed and logged on the standard Council form;

The previously identified “missing” week has since been confirmed as completed and recorded;

The current rota (Cllrs. Yates, Beckles and Selig sharing inspections, with others assisting as needed) is working effectively.

Cllr. Selig is undertaking the current week’s inspection.

NOTED: No inspections have been missed since the last meeting; the rota is operating as intended.

 

 

9.8 Storage Container, Marquees and On-Site Storage

Cllr. Selig reported:

He has identified multiple options for side-opening storage boxes suitable for the container, but has not yet finalised a shortlist.

Correct sizing is important to ensure that marquee bags fit comfortably within the boxes and that the boxes fit within the container.

Council agreed that:

An email shortlist will be the most efficient way to agree storage purchases;

There is little value in reorganising the marquees until storage is purchased and installed.

 

ACTIONS:

Cllr. Selig to prepare a shortlist (c. 3 options) for side-opening storage boxes (with dimensions and indicative costs) and circulate to councillors for comment and decision.

Marquee inventory and reorganisation to be deferred until storage boxes have been purchased and installed.

 

9.9 IT & Website – Update

The Clerk reported:

All councillors, including Cllr. Talbot, now have access to their @upton… email accounts following in-person support;

Cllr Yates has begun discussions with Cllr. Head and the previous web manager regarding Crystal Hosting and domain management;

The Council must migrate from the old village domain to the .gov.uk parish domain by April 2026 at the latest;

Crystal Hosting have indicated they can copy the existing website across to the new domain at no additional cost, simplifying the transition.

Cllr Yates intends to meet with Cllr. Head shortly to:

Finalise a migration plan for the website and email;

Consider how best to keep content up to date and share responsibility for updates.

 

ACTION:
Cllr Yates and Cllr. Head to meet and bring a progress update and outline plan for website/email migration to the January 2026 meeting.

NOTED.

 

9.10 Contributions to Upton News

Council discussed future arrangements for Upton News contributions following Cllr. Watsley’s expected resignation.

It was agreed that:

Cllr. Head and Cllr. Talbot will jointly draft concise contributions to Upton News, based on:

Key decisions from the minutes;

Important updates and public information received from Vale, County, NHS etc.

Drafts will be sense-checked to ensure accuracy and appropriate tone before submission;

Wherever possible, the same material will be adapted for village WhatsApp/Facebook and, in due course, the parish website, to improve reach and avoid duplication of effort.

 

RESOLVED:

That Cllr. Talbot, working with Cllr. Head, will act as the main point of contact for preparing and submitting Parish Council content to Upton News this month, using the approved minutes and key communications as the basis.

 

9.11 Machinery Servicing and Shed Security

The Clerk reported:

The mower, strimmer and related machinery have been booked in for collection and servicing at the end of the month; equipment will be returned after service.

The shed/security code has been updated as previously agreed; only councillors and the Clerk now have the code.

No issues have been reported with access or misuse since the change.

NOTED.

 

9.12 Car Park Markings

Council received an update on the faded “KEEP CLEAR” marking in the village hall car park:

Members noted that the marking is now quite faded, but the layout remains broadly visible and, in practice, drivers are still able to park sensibly.

DIY line-marking paint is relatively inexpensive (c. £7 per can), with the option of using simple guides or a roller frame if repainting is required.

Given current financial pressures, winter weather, and the possibility of future changes linked to the Chapel Furlong land and wider parking plans, Council did not consider immediate repainting to be a priority.

 

AGREED:

To place the car park markings on a watching brief, with a view to reconsidering repainting in spring 2026, or as part of any wider car park improvement scheme once the land acquisition and funding position are clearer.

 

9.13 Hard Standing – Update on Discussions with UVHAT

The Council received an update on whether any preliminary discussions had taken place with the Upton Village Hall & Amenities Trust (UVHAT) regarding potential hard standing / car park extension options.

 

The following points were noted:

No formal discussions have yet taken place with UVHAT regarding hard standing proposals.

Cllr. Yates reported that two key members of the Village Hall committee (Rob and Brian) have resigned, as confirmed informally via WhatsApp. No formal communication has yet been issued by the UVHAT committee to parish representatives.

Current membership appears to consist of three non-councillor volunteers plus the Parish Council’s two representatives (Cllrs. Selig and Yates.

It was noted that future cooperation on hard standing or car park improvements could still be considered jointly if the Village Hall committee wishes to pursue this (as previously discussed by UVHAT).

 

RESOLVED:
That the Parish Council take no action at this time, and await the outcome of the UVHAT handover meeting expected in December 2025, after which the Council’s representatives will report back on the committee’s position, membership, and any implications for future joint projects (including hard standing).

 

ACTION:

Cllr. Yates to monitor communications from UVHAT and report to Council following their next formal meeting.

No negotiations regarding hard standing to take place until UVHAT’s position is clarified.

 

9.14 Village Survey – Update and Next Steps

The Council received an update on the proposed Village Survey, which had originally been envisaged as helping to inform future Neighbourhood Development Plan (NDP) exploratory work.

 

Councillors noted:

A previous village survey, coordinated by Debbie, had produced useful initial feedback which was summarised in Upton News, but no further survey work has yet progressed.

It had been understood that Debbie would liaise with another resident (living on Stream Road) regarding potential survey content and structure, but no draft questionnaire has yet been brought back to Council.

Cllr. Yates confirmed she had been waiting to see how the NDP exploratory work would develop before commissioning any further survey activity, to avoid duplication or “survey fatigue”.

Cllr. Head emphasised that the Council is still at an early, exploratory stage with the NDP, and that any new survey should:

Build on the previous village feedback;

Include a small number of targeted questions relevant to long-term planning, land use and community priorities; and

Be clearly framed as feeding into future NDP scoping rather than constituting a formal NDP consultation.

It was agreed that:

Cllr. Yates and Cllr. Head will meet in the coming weeks to:

Review the findings of the earlier survey;

Identify what further information is needed from residents; and

Draft suggested questions for a follow-up survey which can support both general parish priorities and early NDP scoping.

Following that discussion, Cllr. Yates will contact Debbie:

To clarify whether Debbie already has draft survey questions;

To agree how Parish Council questions can be incorporated; and

To confirm an appropriate timetable and format for issuing the survey.

AGREED:

That work on the new Village Survey will proceed on the basis that it should support and align with future NDP exploratory work, without duplicating later statutory consultations.

That Cllr. Yates will act as the Parish Council’s lead for the survey, reporting back to a future meeting with:

A proposed survey outline; and

A recommended timetable for issue and analysis.

 

ACTION:

Cllr. Yates and Cllr. Head to meet to scope survey content and NDP-linked questions.

Cllr. Yates to liaise with Debbie and report back to Council.

 

9.15 Village Fête – Funds and Future Arrangements

Council received an update from Cllr. Yates on the outcome of the recent Village Fête planning meeting and on the allocation of 2025 fête funds.

Key points noted:

The fête continues to be organised primarily under the auspices of the Church, and is widely referred to locally as the “Church Fête”.

A recent planning meeting has taken place; new volunteers have come forward, and there is an intention to run the fête again next year with better advance organisation.

The 2025 fête was financially successful, with funds allocated approximately as follows:

A significant share to Upton Church (as lead organiser);

A contribution of £1,200 ring-fenced to the Upton playground, as previously noted by Council;

Additional sums directed to other local causes such as Blewbury School, Blewbury Playgroup, and the donkey sanctuary (which retained the proceeds of the dog show).

The Parish Council did not provide the usual £500 “seed funding” in 2025, and therefore no reimbursement was required; the £1,200 received for the play area was a net benefit.

Some residents have expressed reservations about supporting a church-branded fête, while others regard the church as an important community asset and are content to support it, particularly given that substantial funds flow back to secular village amenities (playground, school, etc.).

Council recognised that:

The fête is currently the largest single community fundraising event in the parish;

It provides both social benefit and income for village facilities; and

In the longer term, greater non-church representation on the organising group could help ensure that the event is seen as a whole-village occasion, with a transparent and broadly-supported allocation of proceeds.

After discussion, Council agreed that:

The Parish Council supports the continuation of the Village Fête in its current broad form for the next year;

Councillors will encourage wider volunteer involvement, particularly from residents who are not directly involved with the church, so that:

A broader range of views can shape the event; and

Future decisions on how funds are split between church and community causes can reflect a wider consensus.

 

RESOLVED:

That Upton Parish Council welcomes and supports the continuation of the Village Fête for 2026 (or next scheduled year), recognising its value as a major community and fundraising event.

That the Council encourages greater participation from non-church volunteers on the fête committee, while respecting the church’s ongoing role and contribution.

That fête income allocations (including any sums granted to the playground and other village facilities) should be reported back to Council and, where appropriate, publicised via Upton News and other parish communication channels to maintain transparency.

 

ACTION:

Cllr. Yates to:

Continue as the Parish Council’s main liaison with the fête organising committee;

Encourage additional volunteers from across the village to join the organising group; and

Report the agreed breakdown of fête proceeds to a future Council meeting for noting and inclusion in parish communications.

 

10. Finance & Administration

 

10.1 Financial Report / Bank Balances

The RFO reported the following balances as at 30 October 2025:

Community Account: £66,423.98

Commercial Instant Access Account: £29,536.55

Total Funds: £95,960.53

It was noted that:

£50,680 of the above total is earmarked for the Chapel Furlong project, and therefore not available for general spending.

Since 30 October there have been additional payments and receipts in early November, and several cheques still to be banked (to be processed using the banking app/cheque-imaging facility).

 

NOTED: The financial position as presented, including the ring-fenced Chapel Furlong funds.

 

10.2 Authorisation of Payments

 

Council received an update on online banking authorisations and upcoming payments:

The Clerk/RFO confirmed that Cllr Talbot has online access and can now authorise payments.

During the meeting, Cllr Talbot successfully authorised a pending payment (including the Biffa invoice), and a £40 football pitch refund was confirmed as queued for payment.

Only a small number of payments are expected between now and the next meeting, most being routine/automated.

 

RESOLVED:

That Cllr Matt Talbot be the authorising councillor for payments falling due from late November through to early January (up to the next Full Council meeting).

That Cllr Chris Seelig will continue as an additional online authoriser where a second approval is required.

 

ACTION:

Clerk/RFO to:

Assist Cllr Talbot with full set-up of the banking app (for cheque imaging);

Arrange for outstanding cheques (including Chapel Furlong donations) to be scanned and paid in;

Circulate payment schedules for authorisation as usual.

 

10.3 Bank Reconciliation to 31 October 2025

The Clerk/RFO advised that the agenda wording (“to end November 2025”) was a typo; the bank reconciliation presented was for the period ending 31 October 2025.

The bank reconciliation to 31 October 2025 was reviewed by Council.

Members were satisfied that the reconciled figures matched the bank statements and cashbook.

 

RESOLVED:

That the bank reconciliation to 31 October 2025 be approved, and

That it be signed by the Chair and the RFO.

 

11. Budget / Precept 2026–27

 

11.1 Draft Budget 2026/27

Cllr Talbot presented the updated draft budget for 2026/27, incorporating:

All decisions agreed at the October Finance Working Group;

Updated inflation assumptions, using the actual Annual CPI figure of 3.8% for the 12 months to September 2025, rather than the earlier forecast figure of 2.3%;

Ongoing commitments and known cost pressures;

Provision for loan repayments in connection with the potential Chapel Furlong land purchase.

Members noted that:

The budget remains tight, with limited headroom;

A modest contribution to reserves is still planned, but is sensitive to any unexpected costs;

The budget differentiates between core operating costs and the additional precept uplift required to service borrowing on the Chapel Furlong project.

The Chair and members thanked the RFO for the detailed work undertaken to prepare and refine the budget.

NOTED.

 

11.2 Precept 2026/27 – Calculation and Rationale

Council considered the proposed precept requirement for 2026/27, as set out in the Treasurers report.

The 2025/26 precept is £27,418.

For 2026/27, the total proposed precept is £37,460.

This comprises:

A general inflationary uplift on the core precept (from c. £27,418 to c. £28,460), in line with the September 2025 CPI figure (3.8%), and

An additional £9,000 “property uplift” expressly to service borrowing for Chapel Furlong (Public Works Loan Board and/or short-term commercial borrowing if required).

On a Band D property, this equates to an approximate increase of £43.71 per year, broken down as:

4. £4.56 per Band D for the inflationary element;
5. £39.15 per Band D for loan servicing related to Chapel Furlong.

Cllr Head queried the change from the 2.3% inflation assumption discussed at the October finance meeting to the 3.8% now adopted. The RFO explained that:

2.3% had been a forecast CPI figure;

3.8% is the actual annual CPI to September 2025, which is the standard reference point used for uprating;

Given the tightness of the budget and known cost pressures, it would be imprudent to uprate by less than actual inflation.

Members also discussed:

The optics of raising the precept at the same time as adding the uplift for the land purchase;

The importance of clear public communication, explaining that:

The core precept is only being raised in line with inflation, and

The £9,000 uplift is ring-fenced for loan repayments and not available for general spending.

It was acknowledged that the effective uplift on the core figure (from £27,418 to c. £28,460) works out at approximately 3.66% once rounding is applied. The RFO undertook to double-check and tidy the percentage and Band D figures in the explanatory note before publication, while keeping the cash precept total of £37,460 unchanged.

 

Members were satisfied that:

The proposal remains well within the threshold at which a referendum would be triggered;

The approach is financially prudent and justified in order to:

Maintain services in real terms, and

Meet the anticipated borrowing costs of the Chapel Furlong project.

 

11.3 Resolution – Approval of Budget and Precept

RESOLVED:

That the 2026/27 revenue budget as presented (and as may be subject to minor presentational corrections) be approved.

That the parish precept for 2026/27 be set at £37,460.

That the inflationary element of the precept increase be clearly distinguished from the £9,000 Chapel Furlong loan-servicing uplift in any public communication.

That the Clerk/RFO:

Complete any remaining checks on the percentage and Band D impact figures;

Prepare a short public-facing explanation for inclusion in Upton News / parish channels; and

Notify the billing authority of the approved precept of £37,460 for 2026/27 by the required deadline.

 

 

 

12. Date of Next Meeting

The Chair noted the previously circulated schedule and confirmed that the next full meeting of Upton Parish Council will take place on:

Wednesday 28 January 2026 at 7.00 pm,
Upton Village Hall (Small Meeting Room) This corrects the earlier agenda error, where the date had been mistakenly listed as the “28th of November.”Members confirmed their availability, and the Chair closed the meeting with thanks to all present.

Meeting closed

 

UPTON PARISH COUNCIL
FINANCE COMMITTEE MEETING
Wednesday 15th October 2025, 8.00pm
Meeting Room, Upton Village Hall

Present
Cllr. David Beckles
Cllr. Matt Talbot
Cllr. Peter Head
Cllr. François Yates

In attendance:
Benjamin Shaw (Clerk & Responsible Financial Officer)

 

1. Apologies for Absence

No apologies for absence were received. All members of the Finance Committee were present.

2. Election of Chairman of the Finance Committee

Cllr. Matt Talbot was proposed as Chairman by Cllr. Peter Head and seconded by Cllr. David Beckles.
Vote: Unanimous.
Resolved: Cllr. Matt Talbot was duly elected Chairman of the Finance Committee for the 2025–26 municipal year.

3. Declarations of Interest

No declarations of interest were made.

4. Review of Terms of Reference

The Committee reviewed the existing Terms of Reference, previously approved by Full Council earlier in the year. The Clerk advised that the current document remains compliant and in line with governance requirements, recommending no changes at this time. Members agreed that the Terms of Reference are up to date and appropriate, with the next scheduled review to take place in April 2026.
Proposed: Cllr. Peter Head
Seconded: Cllr. Matt Talbot
Vote: Unanimous.
Resolved: The Committee agreed to retain the current Terms of Reference without amendment.

5. To Review the Estimates of Receipts and Payments for 2024/2025

5.1 Receipts to Date & to End of Financial Year

The Clerk presented a consolidated financial spreadsheet containing all budget and bank statement information within a single document to improve clarity. The file included several linked tabs showing quarterly reporting, receipts, payments, and bank reconciliations. It was noted that Column C reflected the agreed budget, Column D showed actuals to date based on bank statements, and Column E represented variances. Columns G–I provided forward projections for the next three financial years. Members reviewed the receipts tab, which summarised income received to date and projected to year-end. The Committee noted that all receipts had been recorded accurately and linked to the relevant budget headings. The Clerk confirmed that monthly updates will now be maintained going forward.

5.2 Payments to Date & to End of Financial Year

The Clerk guided members through the payments section, showing actual expenditure compared to the agreed budget. Members noted that the spreadsheet reflected all payments to date, with each entry reconciled to the relevant bank statements. Variances between projected and actual spending were discussed, and members were satisfied that expenditure remains in line with expectations for the financial year. The Clerk confirmed that ongoing monthly reconciliation will provide clearer oversight of cash flow and budget adherence.

5.3 Priorities / Changes to the End of the Financial Year

The Committee discussed potential priorities and spending adjustments for the remainder of the 2024/25 financial year. No immediate changes were proposed, though members agreed that the consolidated reporting format would enable more informed financial planning as the year progresses.
Resolved:

• The Finance Committee received and noted the Clerk’s report and updated financial spreadsheets.
• The Committee agreed that no amendments to projected receipts or payments were required at this stage.
• The Clerk will continue to provide monthly reconciliations and maintain the linked reporting system.

 

6. To Establish Estimates of Receipts and Payments for 2025/2026

6.1 Potential Income

• No new income sources identified.
• Existing income (e.g. recreation-ground receipts and hall hire) to continue as normal.
• Any underspend from 2024/25 to be transferred to reserves for key maintenance or training needs.
• Potential savings from lower-priority lines (e.g. inspections, footpaths) may be reallocated to priority works such as tree safety or equipment replacement.

6.2 Priority Tasks / Projects

Recreation Ground and Tree Management

• Tree report identifies several major/high-risk trees, particularly near the play area.
• Quotes (originally circulated by Brendan) exceed current budget by several thousand pounds.
• Officers to recirculate quotes for formal review.
• Agreed:
  • Undertake highest-risk tree works this financial year.
  • Increase tree-works/ad hoc budget for 2025/26 to complete remaining priorities.
  • Expenditure expected to reduce by 2027/28 once backlog addressed.
  • Priority remains public-safety mitigation.

Play Equipment and Inspections

• Under existing contract:
  • Quarterly inspections ≈ £300 each.
  • Annual inspection ≈ £265.
  • Total ≈ £2,200 per year (five inspections).
• 2024/25 spend: £583 to date + ≈ £600 due.
• No separate emergency fund.
• Recommendation: Maintain £2,200 for 2025/26; transfer any underspend to inspection reserve; review 2026/27.

Play Equipment Repairs and Renewals (Line 12)

• 2024/25 spend: ≈ £6,894 (resurfacing works).
• Balance £806 insufficient for new capital items.
• Swing replacement (~£4,000) identified as priority.
• Existing £7,700 allocation insufficient.
• Proposal: Increase to ≈ £10,700–£11,700 for 2025/26.
• Play area is high-use and must remain a funding priority.

Garage, Fencing and Boundaries

• Garage doors bent/insecure – repairs recommended but not urgent.
• Fencing mainly private; responsibility for one boundary may pass to Council following land purchase.
• Future works to be budgeted once ownership confirmed.

Salt Bin

• Currently compacted and unusable; clearing/refilling required but not a priority for 2025/26.

Drainage

• Main road drains: County Council responsibility.
• Internal drains: previously serviced; small maintenance allowance retained.

Village Footpath, Verge & Car Park Maintenance

• Tactical’s invoicing combines waste collection and grounds maintenance, obscuring true expenditure.
• ≈ £5,500 appears unspent but represents completed works.
• May be reapportioned to other priorities (e.g. tree works).
• Action: Request Tactical to itemise future invoices accurately.
• Note: Scofell (former contractor) provided higher-quality service – to be re-evaluated at renewal.

Village Upkeep / Grounds Maintenance

• Budget (~£9,900–£10,800) deemed appropriate for 2025/26.
• Volunteer support may offset future costs but not relied upon this year.
• Retain full allocation pending further review.

Nature Garden Project

• Ring-fenced fund from donations/grants, not Council revenue.
• Currently in maintenance phase.
• If ceased, area to revert to grass and mowing schedule.
• No change to budget required.

Insurance

• Public liability insurance: fixed contract; expected 5–10% increase for 2025/26.

Clerk’s Salary (CP 32)

• Contract start: March 2025 (not April).
• Rate: £11,190.40 pro rata (PO3 scale, 40 hrs/month).
• Regularly ≈ 8 additional hours monthly permitted without formal vote.
• Recommended budget: ≈ £13,300 (incl. uplift & minor NALC adjustment <2%).
• No pension obligation as earnings below £1,000/month.

PAYE & HMRC

• £100 fine under appeal (expected waived).
• PAYE reporting to resume with salary payments in March 2025.
• No future budget impact.

Clerk’s Expenses & Office Equipment

• Expenses claim (~£1,600) processed covering SurveyMonkey and office purchases.
• Clerk expenses: £100 line sufficient for petrol and minor items.
• Office equipment: £200 allocation retained.
• Underspend to remain in reserves for future replacements.

Clerk’s Training

• One major course completed this year.
• Future ILCA/FILCA/CiLCA training to be phased over multiple years.
• Maintain £1,000 annual budget; unspent funds to build a training reserve for CiLCA costs.

Councillor Training

• Budget: £750 retained for 2025/26.
• Typical course ≈ £100 per delegate via OALC.
• Enables each of six councillors to attend at least one course per year.
• Specific training needs: finance (Matt), planning (Peter), general/audit (new members).
• Training available online or at Benson Village Hall.
• No inflationary increase required.

Councillor Expenses (Line 30)

• Covers travel and subsistence for training and events.
• Few claims made to date; members reminded that mileage is claimable.
• Retain £400 allocation for 2025/26 (no increase).

IT Maintenance / Website (Communications and Hosting) – Updated

• Peter McLaughlin to step down after years of voluntary service; Council expressed thanks.
• External specialist continues for mandatory accessibility updates (for visually and hearing-impaired users).
• A councillor with IT background will maintain Microsoft accounts, DNS records, and hosting infrastructure; external developer handles content and compliance.
• Website migration to “.gov.uk” required by April 2025 – to be completed in-house with no extra budget.
• Microsoft 365 subscriptions:
  • Two licences (active legacy/basic and enhanced for Clerk).
  • Prices rose significantly this year.
  • Budget 2025/26: increase line to £200 (from £150) to cover both accounts while legacy remains active; rationalise to one licence when possible.
  • Apply an indicative +£50/year uplift for future planning.
• Budget: current £500 allocation for website/IT support adequate; no inflationary increase needed.

Meeting Room Hire – Clarification

• 2024/25 actual: £713 (including EGMs and ad-hoc sessions).
• Some non-meeting items (e.g. marquee posts) mis-coded to this line; to be reallocated to Equipment Maintenance.
• Normal use ≈ £10/hr × 3 hrs × 12 meetings = £360–£400 plus buffer.
• Retain £500 for 2025/26.
• Clerk to confirm billing with venue and seek community rate if possible.
• Alternative venues (church) unsuitable due to lack of Wi-Fi and power.

Equipment Maintenance (New Line)

• Create distinct line for Parish Council assets (marquee posts, tractor, community equipment).
• Initial allocation 2025/26: £200 (no inflationary increase).

Memberships & Subscriptions (New Subsection)

• OALC (local): retain £200 (2025/26).
• NALC / SLCC (national):
  • Membership essential for support and training; national fees set centrally.
  • £400 adequate for 2025/26.
  • Apply inflationary uplift to £440–£450 in 2026/27 (rather than £500 previously assumed).
  • Note: OALC = local body; NALC/SLCC = national support and training providers.

Audit (Internal & External) – Update

• 2024/25 actual: ≈ £330 vs £400 budget (on track).
• External audit 2025/26: fees under review nationally; may rise.
• Recommendation: retain existing budget; if underspent, transfer to Audit Reserve to buffer future increases.

Donations & Grants – Update

• Village Fete support: retain £500 (seed loan normally repaid from proceeds).
• Remembrance (Poppy Wreath): ~£30 per annum (continue).
• Citizens Advice: allocate remaining balance from the £600 donations envelope (≈ £60–£70) based on annual support report.
• Total donations 2025/26: £600 retained.
• Note: generic Royal British Legion donations ceased; wreath purchase only.

6.3 Employee(s)

• Clerk’s paid contract to commence March 2025.
• £13,300 budget includes expected hours uplift and NALC pay adjustment (<2%).
• PAYE £100 fine under appeal (one-off, no future impact).
• No additional staff required; existing maintenance arrangements to continue.

7. To Review All Banking Standing Orders & Direct Debits

7.1 Standing Orders (SOs) – Microsoft

• There are two active Microsoft 365 licences:
  • One legacy/basic licence (older account, still active temporarily).
  • One enhanced business licence used by the Clerk for full Word/Excel/Outlook functionality.
• Payment method: Standing Order / Direct Debit from the Parish Council account.
• Cost: approximately £15.20 per month per licence.
• Budget 2025/26: £200 allocated (previously £150) to cover both licences until the legacy account can be cancelled.
• Future plan: rationalise to a single licence when migration is complete, reducing long-term costs.
  Standing Order confirmed active and appropriate. Reviewed and approved for continuation.

7.2 Direct Debits (DDs) – Tesco Mobile

• Purpose: Mobile phone line for the Parish Council (Clerk’s phone).
• Payment method: Direct Debit.
• Status: Active and functioning normally.
• Cost: modest monthly charge (exact figure not discussed but typically £10–£15/month).
• No change proposed for 2026/27.
  Direct Debit confirmed active and appropriate. Reviewed and approved for continuation.

Summary:

• All existing standing orders and direct debits (Microsoft 365, Tesco Mobile) have been reviewed and are to remain in place for 2026/27.
• Budget allocations have been confirmed as sufficient, with Microsoft’s line increased to £200 to cover the dual licences until consolidation.

8. To Review Other Obligations

8.1 Outgoing Grants

• The Council has no regular outgoing grants.
• Past contributions have included:
  • Upton Summer Fete – annual contribution of £500 (operationally a seed loan; typically reimbursed after the event if profits allow).
  • Citizens Advice – ad hoc contribution (usually £60–£70) based on annual report of assistance provided to Upton residents.
  • Royal British Legion (Remembrance Sunday) – purchase of a poppy wreath (~£30) only; general donations ceased in previous years.
• Total 2026/27 grants budget retained at £600, covering all three potential items.
• No new or ongoing grant obligations identified.
  No standing grant commitments; discretionary contributions reviewed annually.

8.2 Contractors

8.2.1 TFM (Tactical Facilities Management) – Grounds Maintenance Contract

• Current contractor responsible for mowing, verge, recreation ground and footpaths.
• Contract renewal: to be reviewed before 2026/27 renewal date; continue existing terms in the interim.

8.2.2 RoSPA – Annual & Quarterly Play Area Inspections

• Frequency:
  • 1 × annual inspection (~£265)
  • 4 × quarterly inspections (~£300 each)
• Total: approximately £2,200 per year.
• Contract: ongoing service agreement for play area safety inspections; mandatory for insurance and public liability compliance.
• Recommendation: maintain contract at current level; any underspend to be placed in an inspection reserve for emergency or ad hoc inspections.
  Contract to continue unchanged; inspections remain a statutory safety obligation.

9. To Review the Employee(s) Salary & Hours

• NALC Pay Award (2025/26): not yet finalised; historically confirmed in Sept/Oct each year; typically 1–2%, but may vary.
• OALC Recommendation: budget for minimum 5% overall increase allowing for NJC spine uplift (~4%) plus local flexibility (~1%).
• Current Employee Hours:
  • Clerk contracted 40 hours/month, with provision for up to 8 additional hours/month without formal Council approval.
  • Actual workload occasionally exceeds baseline due to statutory/admin duties.
  • Council previously agreed a budget of £13,300 for 2025/26, inclusive of uplift and potential additional hours.
• Overtime Policy Review:
  • Policy allows discretionary additional hours (up to 8/month) at standard hourly rate without a formal resolution.
  • Recommendation: budget to include minimum 5% pay increase in line with OALC guidance pending NALC award; maintain current hours (40 + 8 per month) for 2025/26.

10. Reserves

To review and agree the level of reserves needed for the next financial year

The Committee reviewed the current level of reserves and discussed the appropriate amount to be maintained for the 2025/26 financial year. The Clerk (as Responsible Financial Officer) advised that best practice recommends holding a minimum general reserve equivalent to six months of core expenditure to ensure operational continuity and financial stability. Members noted that this equates to approximately £13,000, which covers essential commitments such as the Clerk’s salary, insurance, and other statutory costs. It was agreed that this level provides sufficient resilience in the event of unexpected delays in precept payments or unforeseen expenditure. The Committee further discussed earmarked reserves, noting that specific funds such as the Chapel Furlong project allocation must remain ring-fenced and separately identified within the accounts. Other earmarked funds, including donations and grants from the Upton Village Fête and “Up to No Good,” will be recorded under general receipts and, if unspent, transferred to reserves at year-end. The RFO also advised that modest annual precept increases of 2–3% should be considered in future years to maintain reserves in line with inflation and avoid sharp rises when significant new costs arise.
Resolved:

• Maintain a minimum general reserve of £13,000 for the 2025/26 financial year.
• Earmarked reserves, including Chapel Furlong and other restricted funds, to remain separately identified within the accounts.
• Note the RFO’s recommendation that modest annual precept increases (2–3%) be considered in future years to sustain reserve levels and mitigate inflationary pressure.

11. Earmarked Reserves & Transfers to Reserves (2025/26)

To review earmarked reserves, confirm the approach to VAT reclaim, and agree transfers to reserves for the next financial year

VAT Reclaim & Invoicing Process
The Clerk (RFO) recommended moving to regular VAT reclaims on a quarterly (or monthly) basis to improve cashflow and reduce administrative backlog. All supplier invoices are received and held by the Clerk; current-year invoices have been collated and will be used for the next reclaim before the prior-year items are processed.
Agreed: The Clerk and Chairman will implement quarterly VAT reclaims with immediate effect; invoicing and evidence retention to remain with the Clerk.

Earmarked Reserves — Position & Corrections
The Committee noted the working schedule (to April 2025) showing total allocated funds of £24,843, comprised of (inter alia):

• Garage maintenance – £1,500
• Bus shelter maintenance – £1,000
• Pump track resurfacing – £2,000
• Car park overflow (mesh renewal) – £6,000
• Recreation ground (fence/fronts) – £12,000
• Recreational facilities (playground) – £2,000
• Transparency Fund (IT) – balance to be reduced by £342.94 (printer/equipment)

Members further noted an earmarked sum for the storage container (marquee/events storage) of circa £3,000 that is not presently shown on the schedule. The Clerk will verify the minute reference and update the earmarked reserves list accordingly. The Committee also noted that the headline reserves balance (approx. £33,000, as discussed) will be reconciled against the earmarked schedule, with a corrected statement circulated.

Additions / Transfers to Reserves (2025/26)
The Committee discussed the scale of new transfers to reserves in the context of precept-setting and affordability. It was noted that £11,836 was transferred at the start of the current year and that a working proposal of £7,000 has been included for 2025/26 to continue building capacity for priority works (including car park overflow, garage doors/roof contingencies, playground renewals, and the storage container). Final allocation between headings will be confirmed when the updated reserves schedule is presented.

Income Generation — Playing Fields
Members discussed medium-term income generation via playing field marketing/hire (subject to car park overflow improvements). The Committee agreed to scope options and bring proposals to a future meeting.

Resolved:

• Adopt quarterly VAT reclaims with immediate effect; the Clerk to process the next claim using current-year invoices first.
• Approve the earmarked reserves schedule as noted above, subject to:
  – Deducting £342.94 from the Transparency Fund for printer costs; and
  – Adding the storage container earmark (≈ £3,000) once verified by the Clerk.
• Approve in principle a transfer of £13,300 to earmarked reserves for 2025/26 under general reserves, with the detailed distribution across headings to be confirmed upon reconciliation of the reserves schedule and alongside the precept-setting item.
• The Clerk to reconcile and circulate an updated reserves statement (showing total reserves vs. earmarked totals) ahead of the precept decision.

11. Capital Projects

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

The Committee reviewed earmarked reserves relevant to capital works (ref. Item 10 & reserves schedule). It was noted that allocations currently include, inter alia: Car Park Overflow (mesh renewal) £6,000; Recreation Ground Fence £12,000; Recreational Facilities (Playground) £2,000; Pump Track Resurfacing £2,000; Garage Maintenance £1,500; Bus Shelter Maintenance £1,000; with a pending Storage Container (marquee/events storage) earmark of c. £3,000 to be confirmed by the Clerk. Members confirmed that capital allocations remain appropriate and that additional transfers in-year may be made from any confirmed underspend, subject to Full Council approval.

11.1 New Projects

Members discussed the potential boundary fence/posts associated with the prospective land acquisition (YCL Working Group). In order to progress planning and to leverage donations/grants, the Committee agreed to establish a new earmarked capital project line of £4,000 as an initial provision, recognising that final design and costs will be refined following engagement with user groups (e.g. Sustrans/cycling groups) and once land status is confirmed.
Resolved: Create a new capital project line “Far Field Boundary – Initial Provision” with £4,000 earmarked, to be topped up from donations/grants if secured.
Proposed: Cllr. François Yates
Seconded: Cllr. Peter Head
Vote: Unanimous. Resolved.

11.2 Remedial Works

The Committee noted the swing replacement as a priority remedial item (estimated ~£4,000). This will be funded from the existing play equipment budget and/or earmarked reserves, supplemented by grant applications where possible. Car Park Overflow (mesh) remains in plan as a capital remedial item, funded from the existing earmark. Garage doors/hinges will be monitored; no immediate spend required, but the earmark is retained.
Resolved: Approve the remedial works priorities as set out (swing replacement; car park overflow mesh), funded from relevant earmarks and/or the play equipment budget, with grant bids pursued where available.
Proposed: Cllr. David Beckles
Seconded: Cllr. Matt Talbot
Vote: Unanimous. Resolved.

12. Precept for 2025/2026

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

Having reviewed projected receipts, payments, and reserves movements, the Committee agreed to recommend a 2.5% precept increase for 2025/26. Based on the 2024/25 precept of £27,417.60, the recommended precept is £28,103.04 for 2025/26. On the current tax base assumption (229.9), this equates to an indicative Band D of approximately £122.24, remaining within previously discussed community expectations.
Resolved: Recommend to Full Council a 2.5% precept increase to £28,103.04 for 2025/26.
Proposed: Cllr. David Beckles
Seconded: Cllr. Matt Talbot
Vote: Unanimous. Resolved.

13. To Review & Agree Any Amendments to the Council’s Financial Regulations

Last updated June 2025; any changes to be agreed by resolution of the Council.

The Clerk (RFO) confirmed the Financial Regulations were comprehensively updated in June 2025 and remain compliant. No amendments were recommended at this time.
Resolved: Retain the Financial Regulations (June 2025) without amendment.
Proposed: Cllr. David Beckles
Seconded: Cllr. Matt Talbot
Vote: Unanimous. Resolved.

14. To Review Physical Assets and Liability

The Committee reviewed the current Asset Register and noted no changes since the last approval. Members noted that should the land acquisition proceed, the Register and liabilities schedule will be updated accordingly.
Resolved: Approve the current Asset Register with no changes.
Proposed: Cllr. François Yates
Seconded: Cllr. David Beckles
Vote: Unanimous. Resolved.

15. To Review the Adequacy of the Risk Management Policy

Members noted the Risk Management Policy was last updated in April 2025 and remains adequate, covering operational risks including playground safety, events, volunteers, and statutory compliance. A scheduled review will be undertaken ahead of April 2026.
Resolved: Confirm the adequacy of the current Risk Management Policy and schedule a review for April 2026.
Action: Clerk to circulate the policy link and timetable the 2026 review.
Proposed: Cllr. Peter Head
Seconded: Cllr. François Yates
Vote: Unanimous. Resolved.

16. To Review the Adequacy of Council Insurance Cover

The Committee reviewed current insurance arrangements. Members noted satisfactory service and cover breadth from the current provider (Gallagher), including responsive claims handling. Premiums previously increased following an incident but have stabilised. The Committee agreed to continue with the current provider, with the Clerk to obtain the annual renewal terms and benchmark against the market for value and cover.
Resolved: Confirm the adequacy of current insurance cover and renew with existing provider (Gallagher) subject to competitive renewal terms; Clerk to benchmark annually and report variances.
Proposed: Cllr. Matt Talbot
Seconded: Cllr. Peter Head
Vote: Unanimous. Resolved.

17 . Date of next Finance Meeting  Wednesday 14th October 2026 7.00pm

 

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