UPTON PARISH COUNCIL

Minutes of the Meeting of Upton Parish Council in Upton Village Hall, Monday 28^th November 2016 at 8.00 pm

PRESENT:  Mr S Fraser (Chair/SF), Mr S Norman (SN), Mr R Traynor (RT), Mr D Reid (DR), Miss E Cooper (Clerk/EC), Cllr J Shelley, Cllr S Lilly, Cllr R Waite

1. Apologies for Absence: Ms K Marshall
   

2. Declarations of Interest

Members are asked to declare any personal interest and the nature of that interest which they may have in any items under consideration at this meeting.  RT declared an interest under the planning application of 3 Beeching Close as he knows the owners very well. He would not therefore take part in that discussion.

3. Adoption of minutes of meeting(s): the minutes of the UPC meeting of 19^th September, having been previously circulated, were agreed to be a true record and were signed by the Chair. There were no matters arising and all action points were cleared.

4. Parish Council Vacancies

Mr D Reid completed the Declaration of Acceptance of Office and Declaration of Interest following his being co-opted to the council at September’s meeting.

As a vacancy still exists, the advert will remain on the noticeboard. RT agreed to approach someone who expressed an interest in joining the council and would report back at the next meeting. ACTION RT

                Roles and Responsibilities of Parish Councillors would need to be revised due to the change in councillors. ACTION Clerk

5. Reports: The District Notes for Parish Councillors from Cllrs J Shelley and R Waite was circulated prior to the meeting and presented by the Cllrs at the meeting. These notes are included with these minutes. UPC wished to express it’s continued objection to the building of the new Gate House in Upton on it’s current position.

Cllr Lilley also attended the meeting and gave a verbal update covering the following topics:-

Highways

–       The new Chilton slip roads are complete and open.

–       There is a plan to create a Harwell relief road from near the Kingswell to the Didcot Road

with roundabouts at each end. This will be a 12 – 14 month programme.

–       Traffic using road in to Upton from Chilton – there is a plan to change the road signs to

direct traffic to use new roundabout.

–       A34 – this is a Highways England Road and unfortunately suffers from a significant number

of incidents. It is acknowledged that action needs to be taken now on a new ten year

development plan. Please see A34 Action Group on Facebook for further information on

future developments. There are other road and train infrastructure proposals throughout

the county & bordering counties, including an Oxford to Cambridge train link.

• Gritters – when deployed gritting lorries cover 1500 miles of road each night.

Children in Care

There are currently 561 children in public care in Oxfordshire, including a small allocation of children from Syria and ‘unaccompanied’ children. Social Services and emergency foster carers are doing an excellent job in dealing with all these children.

Crime

Rural crime is down by 12%, although other types of crime (personal assault, sexual crime) are up. The multi-agency safeguard hub (M.A.S.H) is working well to deal with these types of incident. The Thames Valley helicopter is under tremendous financial pressure and is in danger of being withdrawn.

Stream Road, Upton

SF will email Cllr Lilly with the continuing problems with this road.

6. Public Forum: No comments from members of the public.
   

7. Matters arising:

7.1 Replacement of goal posts on recreation ground:  SF to speak to Dr Lott regarding

proceeding with the purchase of the new goal posts, which was agreed at the previous meeting. However, it has since been realised that the price is higher than previously thought and this will be discussed at an extraordinary meeting on 5^th December. EC requested sight of quotes before proceeding. It was also suggested that nets could be rented out as an income for UVHAT in addition to the marque). ACTION DR to investigate. It was noted that delivery of the goal posts is 3-4 weeks and that assembly will be required. EC pointed out that this probably meant delivery would be made in January if ordered in early December. ACTION SF

7.2 Communication of PC business through Upton Newsletter & web site – EC queried the requirements of both of these, together with deadlines for information. Subsequent to the meeting, a meeting has been organised with Mike Brown (Upton News) on Tuesday 6^th December to discuss.

7.3 Repairs/Replacement of Garage Roof – RT to contact the selected roofing company to confirm quote is still valid and authorise work to go ahead as a matter of urgency. RT to send copy of quote to EC. ACTION RT

7.4 Pump Track – Dr Lott of Uptonogood has been requested to look at possible resurfacing solutions for the Pump Track to help maintain its longevity. To be followed up in spring 2017.

8. Business to be transacted:
   • Financial Report to end of October 2016: EC presented the current status.

EC also suggested the following actions:- 1. that the dormant account (01330548) be closed as it was not in use and had a zero balance. All agreed. EC to devise a letter to Lloyds bank . ACTION Clerk (Clerk’s note: letter left with Lloyds Bank 6.12.16. 2. That a to be agreed amount was moved from the current account to the savings account, as the balance in the current account was far greater than that in the savings account. EC to propose the amount of the transfer. For online transfer by SN. ACTION EC/SF/SN

• A cheque for £71.56 was signed to cover grounds maintenance expenses for G DeWilde. Clerk’s note – cheque handed to Mr DeWilde 30.11.16.
• A cheque for £54.17 was signed to cover the clerk’s expenses between 1.9.16 and 28.11.16.
• EC presented a letter from VoWHDC regarding the precept for 2017/18. As the deadline for a response is 13.1.17 and this is before the next UPC meeting, SF agreed to take the letter away and circulate it by email for consideration. ACTION SF
• EC had a notification from HMRC stating that the PC owed £104 for September. SN confirmed he had covered this off by issuing a nil return for the month of September
  

9. Planning:

• P16/V0553/FUL, Land adjacent and rear of the George and Dragon Reading Road Upton: provision for Travellers site, amendment from three to two sites. Planning permission refused 4.11.16.
• P16/V1916/O, Methodist Chapel & Land, Upton redevelopment – planning permission granted.
• P16/V1903/FUL, P14/V2550/FUL – for the building of The Gate House, Reading Road, Upton, Didcot. PC objected because building was being erected some 5 meters from the approved position and plans were incorrect. PC objections & move to refuse planning permission all registered. New District Council meeting called for 12.12.16 in Wantage with move to GRANT permission.
• P16/V2788/HH, two storey extension at 3 Beeching Close, Upton. Plans circulated prior to meeting. RT excused himself from the room while this was discussed and the decision made. Deadline 29.11.16. UPC moved to approve plans. Clerk’s note: Registered on Planning section of council web site on 29.11.16. Confirmation in post same day.
  

10. Correspondence:

10.1 Email from Karen Spackman 6.11.16 (Hunter’s Moon, Prospect Road, Upton), regarding

traffic on A417 & the use of the recreation ground for unsanctioned professional dog

training. ACTION Clerk to email Karen & ACTION SF offered to speak to the person

concerned. All agreed that if there was dog mess or food used in training left on the rec

then this should be addressed, however there was no evidence. Also any ‘informal

training’ should take place away from the village hall, especially when it is being used.

10.2 Email from Sarah Gough re. offer to pay a £50 contribution to the pony seesaw that her son

and the child’s grandfather broke. ACTION Clerk to email response regarding contribution &

repair of seesaw.

10.3 Email request for advice from Doug Struthers (11.10.16) regarding application for traveller’s

site in Stadhampton. ACTION EC to reply.

10.4 The new film club – can the PC help in any way to cover costs? Rob is organising the logistics

of running the first one and noted that this item came from the Parish Plan. All agreed that

the PC would cover any losses for the first screening of the film club.

10.5 High Sheriff Award 2016/17 – deadline for nominations is Wednesday 11th January 2017.

PC made a suggestion for a resident to be nominated. ACTION Clerk

10.6 Receipts since last meeting

• Precept 7.9.16 £4250
• Bank interest, Sept 16p, Oct 16p
• VAT repay £121.62
  

The meeting concluded at10.00pm.

The date of the next UPC meeting is Monday, 16^th January 2017 at 8pm.

Liz Cooper, Clerk

Tel:  01235 798038

7^th December 2016

Appendix A – Schedule of payments

 

Description	Amount £
Clerks Salary – Sept, Oct, Nov  (@£185.98pm)	557.94
Clerks expenses (1 Sept – 28 Nov)	54.17
Upton Mowing Group expenses	71.56
Purchase of goalposts for rec ground (inc VAT)	3799.91
Garage roof quotations (estimate only, ex VAT) – tbc	1320.00
TOTAL	£5803.64

UPTON PARISH COUNCIL

 

Minutes of the Meeting of Upton Parish Council in Upton Village Hall, Monday 18^th July 2016 at 8.00 pm

PRESENT:  Mr S Fraser (Chair), Dr R Lott, Mr S Norman, Mr R Traynor, Ms K Marshall,  Mrs A Hoy (Clerk), Cllr S Lilly, Cllr R Waite, PCSO K Jennings and 2 members of the public, plus Hannah Smart from architects West Waddy

1. Apologies for Absence: Cllr J Shelley

2. Declarations of Interest

Members are asked to declare any personal interest and the nature of that interest which they may have in any items under consideration at this meeting.  None recorded

3. Adoption of minutes of meeting(s): the minutes of the extraordinary meeting of 4^th May, Annual General Meeting on 16^th May and extraordinary meeting of 27^th June, having been previously circulated, were agreed to be a true record and were signed by the Chairman

4. Reports: Cllr Lilly reported that the number of unaccompanied children being cared for by the County had risen from 55 to 100, for whom the County Council had responsibility up to the age of 25 years. There were also approximately 600 neglected or abused children in the care of the County for whom they had a legal obligation.

He noted that a modified 94-bus service had been retained for a further year, after which it would be reviewed and if financially viable, would continue.  There was a new 32A service running from Wantage to Abingdon.  During the eight-week period when Blenheim Hill in Harwell would be closed to allow Taylor Wimpey to install a new drain, being subsidised by the developer, an extra 32S service would go from Harwell to Didcot avoiding Blenheim Hill, running every 15 minutes. Final land acquisitions for the Harwell relief road were being made, with all land owners now consenting to part with the land required and the work was out to tender; it was hoped work would start before Christmas, lasting for 12 months. Not so positive was the situation on Featherbed Lane, where CPOs were still being pursued with non-cooperative owners.  The Chilton slips were being further delayed due to the intervention by the RSPB who had reported a rare bird nesting in adjoining trees; opening was likely to be in September.  He also advised that additional railway tracks were required between Didcot and Oxford, which was currently overcrowded.

Cllr Lilly commented on the letter from Upton regarding average speed through the village, and had spoken to the Traffic Division to ask for speed monitoring, as a result of which 15 people had been stopped in June; he had requested more patrols.  He had also spoken to the school bus authorities and had been assured that the morning bus would still come down Chilton road and that an extra stop may be possible on the Chilton side of the A417.  Cllr Waite asked whether it would be possible to install chicanes similar to those in place in Long Wittenham, but discussion show these were only partially effective.  However, Cllr Lilly stated he wanted a second chicane in Chilton Road, as had been requested by the PC originally; however, there was no money available at present.

Cllr Waite had sent a report, which had been circulated.  Both he and Cllr Shelley were aware of the enforcement notices on The Gate House on London Road (VE16/S19 and VE16/325), about which the owner of the adjoining property had made a strenuous objection as it was being erected 5m nearer his house than agreed.  Target dates were 11 August and 22 September.  He also mentioned a new application that had just been received, not yet circulated to the PC.   He advised that community grants were available from the Vale, but applications would be closing 29^th July.  Cllr Waite also mentioned a current problem with the green recycling bins being contaminated with non-recyclables such as nappies, and food waste, as well as fly-tipping, and requested the PC to notify them if any occurrences were observed.

Mr Fraser thanked both Councillors for their reports; he added that Upton Parish Council echoed Harwell PC’s recent comments on the deplorable waste of taxpayers’ money being spent on different consultations to determine the future shape of local government in Oxfordshire.  Both Councillors were in agreement.

PCSO Keith Jennings reported that there was very little reported crime in Upton.  On the question of the high speed of traffic through the village, he promised to try and borrow a SID (speed indicator device) to check speeds.

6. Public Forum: War memorial on Methodist Church site – Hannah Smart from West Waddy attended the meeting and explained the plans to the PC and two former churchgoers. Ms Smart explained that they had taken advice from the Highways Officer about the existing access, which he did not like because the existing fence blocked the view.  In his opinion it would be safer and give better visibility if moved around the corner.  The design for two 2/3 bed dormer bungalows incorporated enough space between them to allow vehicles to turn inside the perimeter for added safety.  Tree root spread was shown on the diagram; West Waddy’s original proposal had been for a community garden on the space covered by the three existing trees, so the PC’s idea of a memorial garden was a happy coincidence.  The intention was for the three trees and associated land to pass into the control of the PC, although their arboriculturalist would first inspect their condition and carry out any remedial work, after which the PC would be responsible for the maintenance of the trees.  Mr Fraser requested sight of the report on the trees.  The memorial garden itself would incorporate the marble plaques from inside the chapel (to be held in safe keeping during demolition/rebuilding), with added benches for visitors.  Mr Fraser queried the choice of dormers on the plans; Ms Smart advised that nearby properties all had dormers and the new buildings were planned to be below existing ridgelines.  It was agreed that adding dormers to existing local bungalows was a regular event, so it would make sense to incorporate them in the plans.  There should also be a restriction or covenant on the community land shown on the application for outline planning permission.  Ms Smart and the public left the meeting.

7. Matters arising:

Parish Council Meeting on May 16 (AGM):

1. Parish Council vacancy: no applications received, repeat in next Upton News
2. Prospect Road – some potholes filled, remainder marked up: keep reporting to FixMyStreet website.                                                                                                          All
3. Letter to Stewart Lilly on vehicle speeds on A417 (circulated): PCSO Jennings to follow up.
4. Downland Transport Campaign Group – update: new timetables had been published and in addition there were notices from the Group on bus stops.
5. Queen’s 90^th birthday celebration: expenses – none of the cake-makers wished to have expenses reimbursed so after discussion it was suggested that the Lightfoots should be asked if a contribution to St Mary’s would be acceptable. Also personal letters of thanks to be written by the Clerk to all those involved.                                               Clerk

8. Business to be transacted:.
9. Financial Report to end of June and Budget 2016/17: Mr Norman presented a budget for 2016/17 that after discussion and slight amendment was adopted.  Mr Norman to circulate amended figures.                                                                                               SN
10. Clerk resignation – vacancy advertised in Upton News/noticeboard: one application received so far. At the end of July a decision would be made when/who to interview.
11. Chairmanship course – Mr Fraser had been unable to attend July course due to family commitment, OALC advised amount would be credited to PC against future courses.
12. Replacement of goal posts on recreation ground: Dr Lott reiterated information previously gathered on costs but agreed to do more research.  So far potential costs would appear to be in region of £2.5k for the combination football/rugby posts, and galvanized steel (small) goal posts approximately £170.  Costs would be covered by a donation from Uptonogood?                                                                                       RL
13. Leaking garage roof – quotes for repair: Dr Lott advised that instead of felt, the roof could also be covered in fiberglass although this might be more expensive. Three quotes were being obtained.  However, the more urgent need was to remove vegetation around the garage, which was causing damp problems; Mr Traynor to organize a volunteer day.                                                                                                                                       RT
14. Resurfacing of Pump Track – Dr Lott researching solutions RL
15. Marquee hire – returnable security deposit of £200 to be asked for any new requests, and donations invited to cover maintenance costs. Hirers need to be aware that a minimum of 7 people is required to erect the marquee.
16. Roles and Responsibilities of Parish Councillors: the list remained unchanged.  Clerk agreed to look after Communications until her departure or a new Councillor recruited.

9. For noting:                       

Planning:

• P16/V0553/FUL, Land adjacent and rear of the George and Dragon Reading Road Upton: provision for Travellers site, amendment from three to two sites; decision postponed, now due in September.
• P16/V1646/FUL – Dean Hollow Chilton: change of use from agricultural to equestrian (circulated).  After discussion, it was unanimously agreed that there were no objections but the following comments should be added to the PC’s response to the Vale:  that the approach road which was already in a poor condition should be made good before any alterations took place, and that should the business cease, the mobile home should be removed as stated in the plans.
• P14/V2550/FUL – Email from owner of Upton Lodge Cottage reporting breach of planning approval at adjoining property; enforcement officer advised. Mr Fraser in communication with owner of Upton Lodge who was extremely concerned at this flagrant breach of the terms of the planning permission. Clerk to ask Cllr Shelley (also head of Planning) to oversee the enforcement procedure, which could include demolishing the new build and re-erecting it in the correct place as described in the approved plans.                                                                                                            Clerk
  

Correspondence

• Came & Co (insurance brokers) – letter advising change of name to Stackhouse Poland and Company number.
• Change of Editor at Upton News – Brian Rippon advised Lucy Ross taking over.
• OALC AGM – Clerk attended (report circulated).
• Email on Consultation on Culham Science Park being used a location for testing driverless vehicles on 12^th July (circulated)
• Application for Clerk’s vacancy – Miss E Cooper
  

Receipts since last meeting

• Bank interest, May 14p, Jun 16p
  

Angela Hoy, Clerk

Tel:  01235 851726

24^th July 2016

Appendix A – Schedule of payments

Description	Amount
Parish Plan, Design & Print (Mr R Traynor)	129.00
Clerk’s salary May/Jun @ 149.60	309.20
Public Works Loan	412.91
Churn Benefice – printing Upton News Mar 2015/2016	100.00
TOTAL	£951.11

 

 

Minutes of the  Meeting of Upton Parish Council in Upton Village Hall, Monday 19^th September 2016 at 8.00 pm

PRESENT:  Mr S Fraser (Chair), Mr S Norman, Mr R Traynor, Ms K Marshall, Miss E Cooper (New Clerk), Mrs A Hoy (Outgoing Clerk)

1. Apologies for Absence: Dr R Lott, Cllr J Shelley, Cllr S Lilly, Cllr R Waite, PCSO K Jennings  (all notified in advance)

2. Declarations of Interest

Members are asked to declare any personal interest and the nature of that interest which they may have in any items under consideration at this meeting.  None recorded.

3. Adoption of minutes of meeting(s): the minutes of the UPC meeting of 18^th July and the extraordinary meeting of 9^th August, having been previously circulated, were agreed to be a true record and were signed by the Chair.

4. Parish Council Vacancies

Dr Robert Lott has resigned his post on the council owing to other commitments. The Parish Council would like to thank Dr Lott for all his hard work, enthusiasm, dedication and leadership whilst on Upton Parish Council and wish him the best of success going forward.

Mr S Norman agreed to stand as vice chair, was proposed by Mr R Traynor and seconded by Ms K Marshall. Mr Norman therefore becomes the UPC vice chairman with immediate effect.

Mr D Reid who was attending the meeting, agreed to be co-opted to the council to fill one vacancy. This will take effect from November’s meeting.

It was agreed that a further advertisement for the remaining vacancy would need to be posted on the notice board and Upton Bulletin. ACTION Clerk

                It was noted that for the next meeting Roles and Responsibilities of Parish Councillors would need to be revised due to the change in councillors. ACTION Clerk

5. Reports: The District Notes for Parish Councillors from Cllrs J Shelley and R Waite was circulated prior to the meeting. The contents of the notes were read to the meeting by the chair. All were reminded about the VoWHDC Chairman’s Charity Dinner on 30^th September if anyone wanted to attend. Also if there were any nominations for the Chairman’s Community Awards? ACTION all

6. Public Forum: No comments from members of the public.

7. Matters arising:

1. Appointment of new Clerk & Responsible Finance Officer

The new clerk was formally welcomed to the meeting and her new role. SF will forward to EC the contract of employment.  ACTION SF

1. Prospect Road – some potholes filled, remainder marked up: keep reporting to FixMyStreet website.
2. Leaking garage roof – two quotes were received; one for c£600 which has since been rescinded, and one for c£1320. RT will obtain a second quote for comparison. It was also agreed the fixing of the roof was now urgent, especially in light of recent adverse wet weather.  AH mentioned the possibility of a grant for the roof replacement & also agreed to speak to a third person regarding its repair. ACTION RT / AH
3. Resurfacing Pump Track – SF to speak to Dr Lott re progress. ACTION SF
4. Replacement of goal posts on recreation ground: SF to speak to Dr Lott regarding proceeding with the purchase of the new goal posts, which was agreed at the meeting. Costs already highlighted as in the region of £2500. SF to find out if this includes delivery and installation. It was agreed that signage of some sort was needed to ward off misuse of the goal posts. SN to suggest wording for this. EC suggested this was also covered off when notice of the new installation was published in the Upton News. ACTION SF / SN

8. Business to be transacted:
9. Financial Report to end of August 2016: Mr Norman presented the current status.
10. Lloyds Bank standing orders: Two were presented for signature, one for the final payment of tax in respect of Mrs Hoy and one to commence salary payment for Miss Cooper. Clerk’s note: handed to Lloyds Bank 20.09.16
11. Actions arising from inspection of play areas report from ROSPA. The report was previously circulated and SF read through the comments at the meeting. SF and RT agreed to check the recommendations made and make good where possible.

9. For noting:                     

Planning:

• P16/V0553/FUL, Land adjacent and rear of the George and Dragon Reading Road Upton: provision for Travellers site, amendment from three to two sites; decision was due in June, awaiting response from the Vale, no date given.
• P16/V1646/FUL, Dean Hollow Chilton: change of use from agricultural to equestrian (race horse hospital). Approved.
• P16/V1903/FUL, P14/V2550/FUL – for development work at the following location: The Gate House, Reading Road, Upton, Didcot. PC objected because building was being erected some 5 meters from the approved position and plans were incorrect. PC comments sent to Vale. Target decision date 19^th Individual UPC members all voted to reject, for the following reasons:-
  • The building has already been rejected in its current position, which has not followed the original approved plan.
  • The building is out of scale, far too close to an existing property and shows an increased footprint from the original approved plan.
  • Site lines from property in to Upton Lodge Cottage are much shorter than the required 21 meters and one site line is missing from the plan.
  • The property as now proposed is a blight on the existing Upton Lodge Cottage.

 

Correspondence

• ROSPA report – see 8c above
• DVLA – tractor licence renewed, no fee payable
• Letter from Lloyds Bank explaining clerk’s salary duplication
• OCC – Comet Transport Service, poster on notice board
• Letter to Cllr S Lilly from Prof Gutfreunde re Chilton Road (circulated)

 

Receipts since last meeting

• Bank interest, May 14p, Jun 16p

Outgoing Clerk

SF expressed his thanks and that of the council for Angela’s three and a half years’ service as clerk and wished her the very best for the future.

The meeting concluded at 9.40pm.

The date of the next UPC meeting is Monday, 28^th November at 8pm.

Liz Cooper, Clerk

Tel:  01235 798038

20^th September 2016

Appendix A – Schedule of payments

 

Description	Amount
Hire of hall Q3 (two invoices £30 / £48) – with SN to action online	78.00
Clerk’s salary Aug/Sept (£149.60 / £185.98)	335.58
ROSPA Playsafety limited annual inspection	201.60
Purchase of goal posts	2500.00
BDO LLP Review of annual return to March 2016	120.00
AH final expenses	12.53
TOTAL	£3247.71

 

 

UPTON PARISH COUNCIL

Minutes of the Extraordinary Meeting of Upton Parish Council in Upton Village Hall Meeting Room, Tuesday 9^th August 2016 at 8.00 pm

PRESENT:  Mr S Fraser (Chairman), Dr R Lott, Mr S Norman, Mr R Traynor, Mrs A Hoy (Clerk)

1. Apologies for Absence: Ms K Marshall

2. Declarations of Interest

Members are asked to declare any personal interest and the nature of that interest which they may have in any items under consideration at this meeting.  None recorded.

3. Public Forum – None
   

4. Planning Application:
   

            P16/V1903/FUL, for development work at the following location: The Gate House Reading Road Upton DIDCOT; Amendment to application reference P15/V1772/FUL.  The applicant’s architect had stated that a revised application had been made to reconcile the building under construction with the approved planning permission, which included removal of windows on the side of the house facing Upton Lodge.  The building in question was being constructed some 5 metres closer to the boundary than that for which permission had been granted, In almost the exact position of a previous application that had been rejected by the planning department.  The PC considered this was a gross abuse of the planning system and that the building should not be allowed to be completed in its present location.  It was also noticed that the current plans were inaccurate, as they did not show a recent extension to Upton Lodge, meaning the new building was even closer than previously thought.  After discussion, it was unanimously AGREED to object to the application for the following reasons:  the plans were incorrect and did not show the correct size of Upton Lodge in relation to the current build; the position of the new building is different from that shown on any of the plans, being some 5 metres further to the North and similar to the position that was originally refused permission; the building is extremely overbearing and will have a detrimental effect on Upton Lodge. The PC recommended strongly that the building be taken down and moved back to the originally approved location; closing off a few windows would not be sufficient to ameliorate the concern of the owner of Upton Lodge.  Clerk to advise the Vale.                                                                              Clerk           

            P16/V1916/O, for development work at the following location: Land of Upton Methodist Church Station Road Upton; Outline planning application, with all matters reserved except that of access, for the demolition of the existing Upton Methodist Church, and erection of 2 residential dwellings, with associated car parking, amenity space, and access; provision of Community War Memorial:  It was noted that the nearest neighbours had asked to see the plans out of concern for the position of the proposed houses and any effect it might have on them but found the plans acceptable. Dr Lott commented that he could not understand the reasons for moving the access from Station Road to Fieldside and considered the new location posed more of a risk than the existing one, which had worked perfectly well for over 50 years.  The architects West Waddy had reported that the Traffic Officer had claimed it was safer but his report did not appear to be with the plans. However, the PC considered that the information on page 24 of the Design and Access statement did not make a strong enough argument to demonstrate a need to change the entrance position.  Keeping the access as it was would not have any detrimental effect on the proposed houses.  After further discussion, it was unanimously AGREED to object to the access shown on the plans but the PC were in support of the remainder of the application; all the Councillors had lived in Upton for many years and were familiar with the topography of the roads and considered the existing access to be the safest option, requiring only a minor alteration to the existing fence.  Clerk to advise the Vale.                                                                          Clerk

5. Replacement of goal posts on Recreation Ground – Having been previously discussed, and suggested in the new Parish Plan, it was unanimously AGREED that Dr Lott should go ahead and purchase a set of combined Football/Rugby posts on wheels and a smaller set of stainless steel goal posts to replace the existing dilapidated ones at an approximate cost of £2,500 plus delivery. This amount appeared in the budget as a reserve for the recreation ground and would be covered by a donation from Uptonogood?                          RL
   

6. Amendment to Standing Orders at Lloyds Bank – the Clerk had noticed a duplication of the standing order for her salary for the past two months and had notified Lloyds Bank. Cancellation forms were completed and the Clerk instructed to take these to the bank with a letter of complaint about the error.  POST MEETING NOTE:  The bank had taken remedial action by cancelling the duplicate order and reimbursing the PC with the overpayment.                                                                                                   Clerk
   

7. OALC Training courses – it was agreed that the new Clerk should undertake two training courses in September, Roles and Responsibilities for Clerks and Councillors, and a new course on Finance. Clerk to confirm booking.

 

Appendix A – Schedule of payments

Description	Amount
OALC training courses (2, only one to pay)	£78.00
TOTAL	£78.00

 

 

Angela Hoy, Clerk

Tel:  01235 851726

10 August 2016

 

UPTON PARISH COUNCIL

Minutes of the Extraordinary Meeting of Upton Parish Council

Upton Village Hall, Monday 27^th June 2016 at 8.00 pm

PRESENT:  Mr S Fraser (Chairman), Dr R Lott, Mr S Norman, Mr R Traynor, Ms K Marshall,  Mrs A Hoy (Clerk)

1. Apologies for Absence: None

2. Declarations of Interest

Members are asked to declare any personal interest and the nature of that interest which they may have in any items under consideration at this meeting.  None recorded.

3. Public Forum – None

4. Planning Applications:

            P16/V1407/HH (Householder) White Cottage Fieldside Upton Didcot OX11 9HY 
Proposal: Side and rear extensions and internal reconfiguration.  After discussion PC agreed to advise the Vale there were no objections, but it was suggested that lowering the oil tank would make it less visible to the neighbour; and to ensure that HETAS regulations were complied with when installing.  Clerk to advise Vale.                                                            Clerk

P16/V1469/LB (Listed Building Consent):
 Old Stream Cottage Stream Road  Upton Didcot OX11 9JD Proposal: Replace 8 non-historic wood-frame  single-glazed windows with location- appropriate wood-framed double-glazed windows.  No objections.  Clerk to advise Vale.                    Clerk

P16/V0553/FUL Land Adjacent and to rear of George & Dragon; amendment to original application reducing number of pitches from 3 to 2.  Original objection resubmitted online.  Ratification of decision taken between meetings to resubmit earlier comments relating to the original application.

5. Methodist Chapel – letter to Mary Hancock at the Methodist Church suggesting part of area to be reserved for a war memorial. Subsequent telephone conversation with their advisors West Waddy endorsing this suggestion, and advising that a proposal would be sent to the PC before the next meeting.

6. Traffic Calming measures on A417 – Cllr Lilly had advised it was not possible to install a pedestrian crossing to Chilton Road because average speed of vehicles on the A417 had been recorded at 43mph, despite the 30mph limit and signs to this effect. It was agreed that the Clerk should draft a letter to Cllr Lilly asking him how a reduction in the average speed could be achieved so that a crossing of some kind could be safely installed.  The PC was also waiting for news on whether the school bus could stop on the Chilton side of the A417 to pick up children, Clerk to enquire.                                 Clerk

7. Replacement of goal posts on Recreation Ground – It was noted that the existing goals were dilapidated and needed to be replaced. It was agreed that this would be popular with the youth of the village.  Dr Lott had investigated replacements that would cost in the region of £1-2,000. He agreed to do more research and bring a proposal to the next meeting.     RL

Appendix A – Schedule of payments

 

Description	Amount
Graham de Wilde – ground maintenance expenses	£219.85
Complete Weed Control	336.00
OALC Chairman’s Training Course	78.00
TOTAL	£633.85

 

 

Angela Hoy, Clerk

Tel:  01235 851726

29 June 2016

UPTON PARISH COUNCIL

Minutes of the Annual General Meeting of Upton Parish Council

Upton Village Hall, Monday 16^th May 2016 at 8.00 pm

PRESENT:  Dr R Lott, Mr S Fraser, Mr S Norman, Mr R Traynor, Ms K Marshall,  Mrs A Hoy (Clerk) and two members of the public

1. Apologies for Absence: Cllr J Shelley, Cllr S Lilly, Cllr R Waite, Mrs K Fletcher
   

2. Election of Chairman: Dr R Lott had previously expressed his wish to stand down as Chairman.  After discussion it was proposed and seconded that Mr S Fraser would take on the role of Chairman. ,

3. Declarations of Interest

Members are asked to declare any personal interest and the nature of that interest which they may have in any items under consideration at this meeting.  None recorded.

4. Election of Vice-Chairman: There being no other offer to take on the role of Vice Chairman, Dr R Lott agreed to take over from Mr S Fraser but both expressed the wish that another Councillor could then take on the role to increase the expertise in the Council; proposed, seconded and carried unanimously.

5. Acceptance of Office – Dr Lott , Mr Fraser, Mr Norman, Ms Marshall, and Mr Traynor were duly re-elected as Members of the Parish Council and all signed the Declaration of Acceptance of Office. The various roles and responsibilities would be allocated at the next meeting; Mr Fraser expressed the hope that Dr Lott would continue his effective dialogue with Highways regarding Upton’s traffic problems.  POST MEETING NOTE:  Mrs K Fletcher had written to the Chairman expressing her wish to resign due to pressure of work and family duties.  Several parishioners had expressed their interest in taking on the role of Parish Councillor during the recent Parish Plan questionnaire and would be approached to see if they were willing to be coopted onto the Council. Meanwhile, an advertisement would be placed in the Upton News and on the Council Noticeboard.

The Clerk was requested to write to the representatives who sat on various local committees, thanking them for their past service and requesting confirmation that they were willing to continue with those duties.                                                                                                                                                        Clerk

6. Adoption of minutes of meeting(s): the minutes of the Annual Parish Meeting on 18^th April having been previously circulated, were agreed to be a true record and were signed by the Chairman. The minutes of 4^th May were yet to be finalised.

7. Reports: Cllr R Waite had sent a report, which was circulated prior to the meeting.  He reported that the past year had been very busy for both Cllr Shelley and himself, and felt that the Vale had demonstrated good management during the year without reduction in standards despite further budget cuts.  He advised that the Vale’s Local Plan 2031 was currently being inspected and hoped that as soon as it was passed the number of speculative development planning applications would reduce, with the 5 year land supply target having been fulfilled.  The views of the population were sought on the subject of the proposed new unitary authority, which could take place in the next few years.  Cllr Waite announced that the new Chief Executive of the Vale and South Oxfordshire District Councils would be David Hill, who would be moving here from Humberside but with prior experience in South Oxfordshire. Finally he advised garden waste customers that during this week, they could put out double the amount of garden waste.

8. Public Forum: The meeting was then closed to allow members of the public to speak.  Responding to a query about a crumbling dropped kerb, Dr Lott advised that OCC should be approached.  The persistent problem of potholes in Prospect Road was raised; the public were assured that complaints continued to be made to the FixMyStreet website but that the more complaints were made, the more chance there was of action being taken.  In the meantime, Dr Lott would continue his efforts to have the road resurfaced.  The meeting was then reconvened.

9. Matters arising:

Parish Council Meeting on 15^th March:

1. Emergency Plan: Mr Traynor confirmed he was collating all the information and a decision would be made when to publicise it in the Upton News.
2. Potholes in Prospect Road – see above
3. Downland Transport Campaign Group, update: Dr Lott reported that a further communication with Thames Travel had taken place today (Maranda St John Nicolle email circulated). There had been 249 responses from local villages, a small proportion of whom had indicated they would have to move if the bus service were to cease. Non-car owners were largely happy with the existing service, car owners wanted improvements to timetabling so that buses coincided with train arrivals/departures to London. Concessionary bus permit holders had indicated they would be happy to pay for part or all of their fares if it kept the service going.  It was thought that the X2 would stop in North and South Moreton instead of the 94/95 route.  It had also been suggested that schoolchildren could take the bus service instead of dedicated school minibuses, thus making it more viable.  Thames Travel seemed optimistic that at least some of the service could be salvaged.  The final decision would be made in July.

Annual Parish Meeting on 18^th April

1. Publishing Parish Plan – Mr Traynor reported on quotations he had received fro printing of the new Parish Plan.  He was given a budget of up to £200 to cover printing of 180 copies (one for each household with a few spare).  Dr Lott emphasized that it was not possible for the Parish Council to carry out everything that the Parish might want in the village; if additional village facilities were desired, it was important that local people participated in the planning and work required to bring such improvements about.      RT

1. Queen’s Birthday celebrations – Clerk to investigate whether there was still time to order Queen’s medals to give to children at a picnic on the recreation ground on Sunday 12^th June (hall booked in case of rain). Expenditure of up to £100 was agreed, in case it was too late to take advantage of grants offered. POST MEETING NOTE confirmation received that all grant funds had been used up.  The deadline was 6^th             Clerk
   

10. Business to be transacted:
11. Ratification of Annual Governance Statement: the document was read out and after discussion was duly signed by the Chairman and the Clerk.
12. Adoption of accounts: the 2015-16 accounts, having been previously circulated, were adopted unanimously.
13. Aims and Objectives: after discussion on speeding through the village, it was agreed to continue pressing for traffic calming measures to reduce the average speed from 43mph at present, so that a pedestrian crossing became a realistic possibility; the Aims and Objectives were adopted unanimously with these minor amendments. Clerk to pass to Webmaster and upload to data file.
14. Standing Orders: no changes were made to this document.
15. Financial Regulations: after discussion on the transparency regulations, it was decided to defer this item to the next meeting. Clerk to confirm that all expenditure over £100 must be displayed.                                                                                                                Clerk
16. Risk Assessment; this was reviewed and after discussion was adopted unanimously.
17. Asset Register: this had been reviewed and the new Masport mower added, after which it was adopted unanimously.
18. Clerks salary for FY 2016-17 : the Clerk had circulated a pay award document from NALC which came into force in January 2015, which she apologized for having missed.  This had resulted in an under-payment of £71.52 for the year 2015-16.  The question of a salary increase was held over, to be reviewed before next meeting.
19. Budget 2016-17: It was agreed to adopt the budget at the next meeting
20. Resurfacing of Pump Track: it was noted that the surface was in a sorry state and needed replacing rather than resurfacing.  If agreed, Uptonogood? monies could be used to replace existing surface with tarmac which could last 20 years.  Dr Lott agreed to look at options and get quotes.                                                                                                RL
21. Leaking Garage Roof: Dr Lott had spoken to a supplier who had offered to re-roof with a rubber membrane at a cost of £500. It was agreed that this was a very good offer but in the interests of transparency, two other quotes should be sought; Mr Traynor agreed to do this.                                                                                                              RT
22. Planning page on Upton Website: in response to the request from a resident, Mr Rippon had drafted a page showing details of recent planning applications with links to the relevant page on the Vale of White Horse website. After discussion, it was unanimously agreed that this was an unnecessary duplication of information already available to the public, and that a link to the Vale’s Planning Portal website was all that was required.
23. Proposal to erect a replacement War Memorial on the corner of the Methodist Chapel site (circulated): Dr Lott had suggested that the existing war memorial (a plaque on the wall of the old Chapel) could be re-sited on the land to the left of the entrance gate which could not be built on because of the existing trees.  This would provide an element of community use and perhaps enable the Methodist Church to seek and acquire change of use to residential for the remainder of the site.  It was noted that the land had originally been given to the Church by the village and in this way a small part of it could be given back.  After discussion Mr Traynor agreed to investigate the cost of such a memorial (in wood), and all were confident that the money could be raised by public subscription.  The Clerk agreed to draft a letter to the Methodist Church outlining the idea and requesting their comments.                                                                           RT/Clerk

11. For noting:         

            Planning:

• P16/V0553/FUL Land adjacent to and behind George & Dragon/Provision for Travellers site: Dr Lott had collated information from local and national planning regulations as well as from the North Wessex Downs AONB and the Vale Planning Officer, although he was disappointed to note that the NWD AONB did not intend to object to the application. Dr Lott had ascertained that the Vale was required to provide 13 pitches for Travellers in total, 3 by 2017, another 4 by 2022 and the remainder by 2029; they had already determined 8 pitches.  Charlotte Brewerton (Planning Officer at the Vale) was checking with their Legal Department whether the application should be subject to the needs of the 5 year housing supply.  If it is, it was noted that a previous application for a dwelling on this site had been turned down.  It was reported that the owners of the George & Dragon had objected to the application as it was felt that it would be detrimental to the family business it had built up.  Mr Fraser noted that the matter could possibly go to a full planning meeting at which every person attending would be able to speak for three minutes; it was suggested that a strategy should be developed so that facts were not repeated but each individual could concentrate on a separate point of objection.  Dr Lott agreed to write to Charlotte Brewerton to ascertain whether it was going to full committee, and if so, the date of the meeting.  The decision date was scheduled for 6^th

Correspondence

• Came & Co. renewal of annual insurance (circulated)
• BDO External Audit documentation (circulated)
• OALC Training Courses (circulated): The Clerk was requested to book Mr Fraser on the Chairmanship course, and Ms Marshall onto the Planning course.
• Methodist Chapel – letter from Mary Hancock (circulated)

Receipts since last meeting

• VOWH – precept £4250 +£46 grant April;
• Lloyds Bank Gross Interest 2015-16 £2.38
• Bank interest March 15p, April 17p
  

Angela Hoy, Clerk

Tel:  01235 851726

20^th  May 2016

Appendix A – Schedule of payments

 

Description	Amount
Mrs A Hoy (salary, April, May @ £149.60 net per month) BACS payment	299.20
HMRC PAYE (standing order) – 3 months	112.20
Correction to Clerk’s salary for year 2015-16 (£71.52 – tax @ 20%)	57.22
Clerk’s Expenses (postage, travel costs, APM refreshments)	59.43
TOTAL	£528.05

 

UPTON PARISH COUNCIL

Minutes of the Extraordinary Meeting of Upton Parish Council

Upton Village Hall, Wednesday 4^th May 2016 at 8.00 pm

PRESENT:  Dr R Lott (Chairman), Mr S Norman, Mr R Traynor, Mrs K Fletcher, Ms K Marshall, Mrs A Hoy (Clerk) and 40 members of the public

1. Apologies for Absence – Mr S Fraser

1. Declarations of Interest

Members are asked to declare any personal interest and the nature of that interest which they may have in any items under consideration at this meeting.  None received.

1. Public Forum:  The meeting was closed to allow the public’s views on the planning applications under consideration to be heard. The previous planning application histories and objections were reviewed. Dwellings on this site had previously been refused, in 2002, 2003 and 2011 (withdrawn). The Chairman read out part of the applicant’s statement which mentioned that the application was in accordance with the National Planning Policy Framework and Planning Policy for Traveller Sites published in August 2015, that sufficient provision for Travellers should be made by local authorities, and that there was currently a need for thirteen such plots, three required immediately, within the Vale area.  However it was pointed out that the same documents state that local planning authorities should strictly limit new traveller site development in open countryside and should make use of brownfield sites or untidy or derelict land.  It also stated that there should be adequate schools, shops and other community facilities within reasonable walking distance, and such a site should not place undue pressure on local infrastructure, or be located in an area subject to flooding.  Inaccuracies in the application were also discussed, including the claim that the site is located outside the Area of Outstanding Natural Beauty. It was also pointed out that the application states the site had been identified by the Vale as “suitable for traveller sites”, but no evidence was supplied to support this claim.

Comments from the floor were universally against the application, citing the fact that the area in question IS inside the AONB and as such only developments that enhanced and conserved the natural beauty of the site should be approved.  Vehicular access onto the A417 was also considered to be of major concern, given the poor visibility when turning onto the Lynch Way. It was also noted that the site was within an area previously identified as at risk of flooding. Concerns were raised regarding the use of a Septic tank and where its content would end up in the event of a flood. Additionally it was pointed out that the site was outside the built up area of the village and would have no services within a practical walking distance. It was also pointed out the access to public transport was likely to disappear with the withdrawal of public subsidies.

The Chairman stated that although the applicant had stated that there was urgent need for at least 3 pitches, it was not clear at this stage whether this need had already been met by other sites and that this would be a line of enquiry.  He considered the application at odds with saved policies set out in the Local Plan 2011, proposed policies set out in the Local Plan 2031, the National Planning Policy Framework 2012, and the Planning Policy for Traveller Sites 2015. He pointed out that the NPPF took precedence over the Local Plan 2031 while it was still to be approved by central government.

Many parishioners were worried that if this application was granted, Traveller “activities” might spill out to the adjoining site behind the George & Dragon and the Lynch Way. A precedent might also be set that could see a further application for Traveller pitches on the adjoining site behind the George & Dragon. It was noted that Mr Wells had just been granted planning permission to convert this area from agricultural to equestrian use.

Much concern was voiced about the existing dangers of the A417 through Upton and the dangers that accessing this site would entail, given the very poor visibility on the bend.

Several people thought a Planning Consultant should be employed to fight the application.  The Chairman responded that it might be premature to incur such costs and that a consultant could be engaged if it looked as though the decision might go to committee. It was recommended that everyone present should make their views known on the Vale website before the closing date of 18^th May.  The Chairman promised to circulate his notes on the relevant policy documents and  the editor of Upton News promised to publicise the matter and circulate to the mailing list.  The Chairman stated that were the planning officer to recommend Approval but sufficient objections were received, the matter had to go to the full Planning Committee, so it was important for everyone to voice their feelings.  Public Forum was then closed and the meeting reconvened.

1. Planning Application:

            P16/V0885/FUL – Development work at Maslina, Reading Road; replacement dwelling, garaging and landscaping.  The plans were discussed and a vote to FULLY SUPPORT the application was carried.  Clerk to advise the Vale.

P16/V0553/FUL – Land adjacent and rear of George & Dragon; Proposed traveller site with provision for three individual plots with hard standing and individual parking, sharing amenity space and bin storage areas.  The Council voted unanimously to OBJECT to the application for the following reasons:

The application is within North Wessex Downs Area of Outstanding Natural Beauty and within Flood Zone 3 contrary to paragraph 115 of the NPPF, saved policy NE6 of the Local Plan 2011, Core Policy 27 of the Local Plan 2031, and Policy B Paragraph 13, Point g) of the Planning Policy for Traveller Sites.

In addition the site does not meet all the requirement set out in saved policy H22 of the Local Plan 2011 nor Policy H of the Planning Policy for Traveller Sites. It was not clear that there was any current need.

Accessing the site would require a dangerous manoeuvre across (known to be) fast moving traffic on a blind bend.

The Clerk was requested to advise the Vale accordingly and query with Cllr Janet Shelley why the site was supposedly considered suitable for a Travellers’ site.

            Appendix A – Schedule of payments

 

Description	Amount
UVHAT Hall Hire, Q2	30.00
TOTAL	30.00

Angela Hoy, Clerk

Tel:  01235 851726, 7^th May 2016

UPTON PARISH COUNCIL

Minutes of the Extraordinary Meeting of Upton Parish Council

Upton Village Hall Meeting Room, Wednesday 17^th February 2016 at 8.00 pm

PRESENT:  Dr R Lott (Chairman), Mr S Fraser, Mr R Traynor, Ms K Marshall, Mrs K Fletcher, Mrs A Hoy (Clerk) and Mrs J West (Transport Representative)

1. Apologies for Absence  – Mr S Norman
   

1. Declarations of Interest

Members are asked to declare any personal interest and the nature of that interest which they may have in any items under consideration at this meeting.  None received

1. Public Forum – no members of the public were present

1. Planning Application:

            P15/V2406/FUL and V2407/ LB – Owlcotes, removal of all non-historic buildings, granary conversion, erection of 3 new dwellings + gardens and garaging: The amended application did not address the concerns previously expressed.  Changes were noted to the aspects of Units 1 and 2, and all three houses had been moved some 4 metres further east, but in so doing Unit 3 had extended beyond the “village envelope” and into open countryside.  Only a marginal lowering of roof height was observed, which was felt insufficient to overcome the previous concern of over-dominance.  Mr Fraser reported that he had spoken to the Conservation Officer and mentioned that the view and the character of the village from the Sustrans path on the old railway would be damaged by the erection of three large houses and would also impact on the listed buildings. The Conservation Officer confirmed that this was a legitimate concern and reason for objection.  It was also noted that the Environment Agency requirement for a valid Flood Risk Assessment to be submitted continued to be lacking in the revised application. It was therefore proposed and unanimously AGREED that the application should be REFUSED on the grounds of over-dominance of the three houses, intrusion of the site into the open countryside and lack of measures to deal with the increase in flood risk.  Clerk to advise the Vale, and refer them to the PC’s earlier comprehensive objections.                                                                   Clerk

5. Downland Transport Campaign Group – update on developments: Mrs West described the events that had happened in recent weeks, including the meeting hosted by Thames Travel’s Luke Marion in Oxford on 19^th January and the one between various local PC Transport Representatives at Mrs J Lakeland’s house in Blewbury and other interested parties, after which the name of the group was adopted. The budget agreed by OCC on 16^th February seemed to confirm that there was very little hope of continuing bus service subsidies, favouring instead children’s centres and the elderly, which all present supported.  Dr Lott noted that the local Parish Councils would not be able to contribute sufficient funds to make a meaningful difference. Volunteers had agreed to carry out research on the use of the bus routes with a view to finding alternative solutions (being collated by Mr Alex Elderfield). These findings would be used to guide discussions with Luke Marion of Thames Travel, who had continued to give some grounds for optimism that some residual service may remain.  It was agreed that a “Transport Questionnaire” be circulated around the village to ascertain the required information from Upton. Dr Lott presented previously devised questions dropped from the Parish Plan questionnaire covering this topic.  Mrs Fletcher offered to go round the village knocking on doors to obtain a quick response, during the half term week.  Mrs West advised there would be another meeting with Luke Marion in Blewbury to study the research.

 

            Appendix A – Schedule of payments

 

Description	Amount
Angela Hoy (Office 365 subscription)	37.20
Hall Hire, Jan – March	30.00
	67.20

UPTON PARISH COUNCIL

Minutes of the Extraordinary Meeting of Upton Parish Council

Upton Village Hall Meeting Room, Friday 18^th December 2015 at 7.00 pm

PRESENT:  Dr R Lott (Chairman), Mr S Fraser, Mr S Norman, Ms K Marshall, Mrs A Hoy (Clerk)

1. Apologies for Absence  – Mr R Traynor
   

1. Declarations of Interest

Members are asked to declare any personal interest and the nature of that interest which they may have in any items under consideration at this meeting.  None received

1. Planning Application:

            P15/V2773/HH – Proposed construction of oak garden building as office and gym (Stocks)

[See earlier applications P14/V1123/LB (withdrawn) and P14/V1624/HH (approved]

Subsequent to approval by the Vale of the earlier application, the applicant had revised the plans for the proposed building and resubmitted the application.  This included changes to the shape and height.  Mr Fraser had spoken to all potentially affected neighbours and there were no objections.

After discussion, it was unanimously agreed to respond to the Vale that there were no objections to the application.  Clerk requested to respond to the Vale.                                                                Clerk

 

            Appendix A – Schedule of payments

 

Description	Amount
Stationery	9.50
Hall Hire Q4	30.00
	39.50

 

 

 

 

Angela Hoy, Clerk

Tel:  01235 851726

14^th December 2015