Minutes of Meeting of Upton Parish Council on Tuesday 16th July 2013 at 8.00 pm in the Village Hall

Present: Dr R Lott (Chairman), Mr S Fraser, Mr S Norman, Mrs L Shaw, Mr B Shaw, Mrs A Hoy (clerk)

Part time: Mr Richard Farrell, Blewbury Parish Council

1. Apologies – were received subsequent to the meeting from Janet Shelley DCC and Michael Claydon PCSO.

2. Declarations of Interest

Members are asked to declare any personal interest and the nature of that interest which they may have in any of the items under consideration at this meeting. Any Member arriving after the start of the meeting is asked to declare personal interests as necessary as soon as practicable after their arrival even if the item in question has been considered. None recorded

3. Minutes of meeting on 30th May 2013, having been circulated, were agreed to be a true record and signed by the Chairman.

4. Matters arising:

Parish Council Meeting on 30th May

(i) Election of Councillor to replace Mr Dickens: Two expressions of interests have been received by Mrs Shaw and Dr Lott respectively but no confirmation of interest had been received. Both councillors agreed to pursue with a view to avoiding a contest if possible to avoid extra cost. Mrs Hoy agreed to confirm the maximum number of councillors permitted. It was noted that the term of office for this co-opted councillor would be two years, after which all councillors were up for re-election. LS /BL AH

(ii) Dr Lott agreed to write a formal letter to Mrs Hoy on her appointment as Parish Clerk. RL

(iii) Footpath and Cycle path to Blewbury: the meeting welcomed Mr Richard Farrell, Chair of Blewbury Parish Council (BPC), to the meeting. The question of upgrading the existing footpath to include cyclists had been a subject of debate in Blewbury and Upton for the past 20 years and both councils would like to see progress. Mr Farrell agreed to discuss the recent past history with Mrs Abi Barclay-Watt who had done a lot of research when she was on BPC some years ago. At that time Sustrans (Sustainable Transport) had given a presentation but unfortunately there was no money forthcoming. A local landowner, Mr Chris Kauntz, had offered a strip of land alongside the A417 as a cycle way but this had been rejected as being too dangerous for children and in any case, would only go up to the White House on the Upton boundary. Since the most recent approach to the landowners (2011/12) two sections of land had changed hands and it was thought worth investigating whether the new owners might be more favourably inclined. The path was discussed in the most recent Upton Parish Plan at point 6.4 and given first priority in the list of Aims. It was noted that there was considerable enthusiasm for the path to be upgraded and many local residents stated they would use it on a regular basis for walking, pushchairs and cycles if the surface was more even and better maintained. The potential problem of motorcycles using it was not considered significant. It was suggested that it could be upgraded to a bridleway, which would open its use to horses as well as cycles. After discussion, it was suggested that a joint meeting of both parish councils as well as the local landowners should be convened. However, to avoid over-facing the landowners, it was agreed they should be contacted first. Mr Farrell suggested also approaching Harwell parish council to lend moral support and also expand the cycling agenda. Mr Farrell agreed to email Dr Lott with suggestions as to the best way forward. Mr Farrell left the meeting.

(iv) Revisiting Parish Plan: Mr Shaw had agreed to review at the most recent Plan and suggest what still needed to be achieved. It was suggested that a list of achievements could be circulated via the Upton News, asking the population what they felt was needed. Mr Shaw to progress. To be added to the next meeting Agenda and the public to be invited to attend. BS

(v) Asset Register: Mrs Shaw advised this had been updated and communicated to the Auditors. Although the value of our assets had increased, the insurers had agreed not to increase the cost of insurance at this renewal; however, there would be an increase next year. With regard to the Risk Register, Mrs Shaw advised that she would complete her review of this in time for the next meeting.

(vi) Aims & Objectives: after brief discussion it was resolved to adopt the Aims and Objectives as circulated.

(vii) Litter Bin: It was agreed at the last meeting that an additional litter bin should be purchased for the children’s play area; Mr Fraser brought to the meeting information on a new design of bin which he thought would appeal to the younger users of the recreation ground called a Topsy 2000, which comes complete with a concrete fixing kit. Cost £169.86 + VAT. It was resolved that Mr Fraser should order this item and arrange for its installation as soon as possible. SF

5. PCSO’s report: no report received

6. County Councillor’s Report

No report received and Cllr Lilly not present, but Cllr Lilly had circulated an email request for a representative of each of his parish councils (as well as Milton) to attend a meeting on Tuesday 13th August at 10am in County Hall Oxford to discuss the improvements being planned for the A417 corridor. Dr Lott agreed to attend, Mr Norman agreed to stand in in case he was not able to make it. RL/SN

7. District Councillor’s Report: no report received

8. Villagers’ Forum: no discussion took place

9. Planning

(i) P13/V1019HH – The Gatehouse, Reading Road renewal of planning permission PO4/V0708, proposed extensions and adaptation of existing house. The plans having been previously circulated were discussed and it was noted that the plans had been changed extensively since the original application. The council had no strong objections but expressed concern about access by builders, which would need to be carefully managed. The clerk was requested to advise the Vale planning department accordingly. AH

10. Reports from Councillors on areas of responsibility:

(i) Roads and Footpaths

A letter was received from a resident regarding overgrown brambles and hedges in Upper Stream Road, requesting the council to take remedial action with the owners of the properties. Mr Shaw agreed to speak to the relevant householders and request their cooperation in keeping their hedges from encroaching on rights of way. BS

(ii) Young Parishioners: nothing to report

(iii) Village Hall: Mrs West was keen to purchase hand dryers for the toilets and requested the PC to purchase these, which could be paid for by fund raising. Mrs Shaw agreed to speak to the supplier and purchase the units, and would send the invoice to the Parish Clerk for reimbursement. LS Resolved to proceed with this course of action. Dr Lott advised that £2k had been set aside towards improvements to the kitchen; Mrs Shaw wondered whether it would be possible to get a grant for this and it was noted that Brian Rippon had offered his help.

(iv) Communications: It was noted with regret that Sarah Sayers had expressed a wish to step down as Editor of Upton News, although was prepared to stay on until a successor was found.

(v) Volunteer Group: the grass was being cut and the playground rota had been circulated. The playground was being inspected. It was noted that the goal posts needed re-fixing. RL/SF

(vi) N.A.G.: no report received.

(vii) UKAEA Stakeholders Committee: Dr Whitmell had attended a meeting on 4th July and advised that an election had been held for the Chairman and Deputy chairman for the next five years, results not yet known. A report on groundwater in Upton Parish was given, the level of contaminants continues to fall. Decommission of the site is on target.

(viii) Parish Transport Rep: No report received.

Dr Whitmell had also asked whether he should continue to represent Upton at the UKAEA Stakeholders committee; it was resolved that he should be formally asked to continue, the Clerk to write an appropriate letter. Letters should also be sent to Mrs J West and Mr J Lightfoot asking if they wished to continue their various roles. AH

11. Finance:

(a) Invoices for payment:

(i) Clerk’s monthly salary: Gross £160.56, less PAYE £32.00 = £128.56

It was resolved that in future the salary payment would be carried out electronically. However, because of the “sweep” between the two bank accounts, there had not been sufficient funds in the current account to make the June salary payment. It was resolved to remove the sweep and to keep a reasonable amount in the current account to cover payments. The loss of the bank interest each month was not considered important.

(ii) HMRC payment of PAYE £64.20 (May)*; again, future payments would be made by standing order directly from the bank account. Mrs Shaw and Mr Norman agreed to sign a letter to the Lloyds Bank with this instruction. LS/SN

(iii) Public Works Loan repayment (direct debit) £412.91

(iv) Final Invoice for New Playground – KOMPAN – £2875.55. Mr Fraser confirmed he had spoken to Russell Dyer and had obtained his undertaking to install the remaining equipment and carry out repairs to the faulty piece of equipment on Friday 19th July. He had also reached agreement with Rospa for separate inspections of the recreation ground and children’s play area, KOMPAN to pay for the former and send the report to the Clerk on completion. Above cheque to be released upon completion of these arrangements. SF

(v) Came & Co. (PC Insurance) £534.73*

(vi) OALC – Data Protection Training Course – £78.00

*cheques issued since last meeting

(b) Receipts since last meeting:

(i) Bank interest May 68p, June 74p

(ii) Donation from Uptonogood – £2000; thanks were offered to Dr Lott.

Mr Norman reported that there would be a refund of VAT in the region of £1000 relating to the bike humps payment.

(c) The Clerk reported on the OALC training course she had recently attended on Meetings and Minutes. She had found it extremely useful and pertinent and would put the knowledge gained to good use.

12. Correspondence

(i) Training Course “Getting to Grips with Local Council Finance”– 22nd October. The council recommended that Mrs Hoy should attend this course. Mr Norman was also interested and would advise the Clerk if he wished to attend. Clerk to confirm attendance. AH/SN

(ii) Winter preparedness – OCC. As there were still more than adequate supplies of salt in the garage, it was resolved not to take up this offer.

(iii) Tree Surgeon – Steve Young had offered his services. Clerk to reply stating UPC has no need of his services as most trees were owned by District Council or dealt with by councillors themselves. AH

(iv) Chatsworth Buccaneers FC, Didcot: request to use recreation ground for Sunday morning football; After discussion, it was resolved that the Clerk should write and advise they would be permitted to use the ground but could not use the hall for changing or showering; limited use of the toilets (no muddy boots) would be allowed. AH

(v) Purchase of latest edition of Local Council Administration (yellow book) at a cost of £60. Agreed. Clerk to order. AH

13. Next Meeting is scheduled for September 17th 2013

Angela Hoy, Clerk
Tel: 01235 851726
23rd July 2013

Minutes of meeting of Upton Parish Council in the Village Hall on Thursday 30th May 2013 at 8.00 pm

PRESENT: Mr J Dickens (Chairman), Mr S Fraser, Mr S Norman, Mrs L Shaw, Mr B Shaw, Mrs A Hoy (Clerk)

Part time: Ms J Shelley (District Councillor)

1. Apologies received from Dr R Lott, Cllr S Lilley and PCSO Michael Claydon

2. Co-option to Council – Mr J Dickens having expressed his wish to resign from the PC, a vacancy had now arisen. This had been announced via the Minutes in the Upton News and had so far resulted in one application from Mrs Gloria Smith. It was agreed that a notice of the vacancy should be placed on the parish noticeboard. Clerk to action.

3. Election of Chairman and Vice Chairman – having previously expressed his willingness to serve, Dr Lott was nominated for the role of Chairman by Mr Shaw; this was unanimously agreed and he was duly elected. After discussion, Mr S Fraser was nominated by Mr Dickens for the role of Vice Chairman, seconded by Mrs Shaw, and was duly elected.

4. The appointment of Mrs Angela Hoy to the position of Clerk to the Parish Council and Responsible Financial Officer was ratified for the record, subject to a satisfactory three months’ performance.

5. Declarations of Interest

Members are asked to declare any personal interest and the nature of that interest which they may have in any of the items under consideration at this meeting. Any Member arriving after the start of the meeting is asked to declare personal interests as necessary as soon as practicable after their arrival even if the item in question has been considered. None Registered.

6. Minutes of meeting on 19th March and extraordinary meetings held on 13th April and 3rd May, and Annual Parish Meeting on 16th April, having been previously circulated were agreed to be a true record. With the exception of the minutes for 3rd May which was chaired by Dr Lott, these were signed by the Chairman.

7. Matters arising:

Parish Council Meeting on 19th March:

The bike jumps had now been installed and were enthusiastically received by the local youth population. Shoretrax had now been paid in full for this installation, including extra fencing. VAT to be reclaimed.

Annual Parish Meeting on 16th April

(i) Additional dog bin: after further discussion, Mr Shaw agreed to investigate the cost of an additional bin as well as the charge made by VoWH for emptying it; the need for a further bin was agreed in principle, although the location was not decided. Mr Norman advised that there was an entry in the accounts of £48 for emptying. Additionally it was agreed that there was a need for a further rubbish bin near the playground; Mr Fraser to investigate a design he had seen which had an integral dog tethering point.

(ii) Footpath to Blewbury: The land on which the footpath was situated had now been sold so it would be necessary to negotiate with a new party. In previous discussions with the land agent, he had stated that the proposed hedge would need to be professionally planted and maintenance would need to be agreed before any further progress could be made. To be further discussed.

(iii) Revisiting parish plan: The Parish Council fully endorsed revisiting the Parish Plan as an Aim and Objective, and Mr Shaw volunteered to review the Plan. Mr Fraser agreed to pass his copy of the Plan to Mr Shaw.

8. PCSO’s report – a report had been received by email. Mr Clayden advised there had been a robbery in Upton in early May which was being investigated. Speed checks near the Cider Shop had resulted in five motorists being fined for speeding out of 115 stopped. Mr Clayden had agreed to talk to the young person responsible for recent vandalism at the play area during June. He anticipated attending the Uptonogood cycle event on 15th June; it was agreed that he should be requested (via Dr Lott) to bring his Exhibition trailer and bike marking kits to this event. Dr Lott

9. Villagers’ Forum – no members of the public were present

10. County Councillor’s Report – no report received

11. District Councillor’s Report – Ms Shelley advised that residents were being warned to be on their guard against bogus officials offering council tax refunds. Any such incidents should be reported to the OCC Trading Standards authority. It was suggested this should be publicised in Upton News, Sarah Sayers to be given a copy of the report. A new organisation to give businesses a greater say in the future of the local economy, Vale4Business, had been formed, led by key local business leaders, and would be launched on 17th June. Ms Shelley reported that the Abingdon Abbey Meadow swimming pool had reopened for the summer and would close on 1st September. She reported that £60k had been awarded to 21 community projects; UVHAT had been a beneficiary of this fund. Workshops were being held to publicise capital grants scheme, details on the VoWH website. The consultation period for the Local Plan had ended on 9th May and the Vale was now assessing feedback received. Concern was expressed about the expansion of Didcot into nearby villages, with Upton wishing to maintain its identity as a small village. Ms Shelley agreed to discus this with the Vale and advise the Clerk. Ms Shelley advised that she had been seconded to the VoWH Planning Committee. After discussing the planning matters below, Ms Shelley left the meeting.

12. Planning:

(i) Planning Application P13/V0702/FUL Retrospective application for erection of 6 commercial livery stables and associated buildings, access and car parking. It was Cllr Shelley’s view that this application should not be permitted due to the property being visually prominent within the AONB and its proximity to the George and Dragon pub. UPC had already expressed its strong disapproval of this application to the VoWH.

(ii) Appeal : P12/V14820 Maslina, Reading Road Upton: Outline application for demolition of existing dwelling and erect three dwellings. The Clerk reported that a letter had been received from VoWH advising that an appeal had been lodged against the previous refusal of this application; comments were requested by 18th June. After discussion, it was agreed that UPC would support the appeal as the development was within the curtilage of the village and no detriment to it; UPC had previously supported the application. It would also help UPC to comply with the projected local plan. It was noted however that the location of one of the dwellings could be improved to lessen its impact on the neighbouring property. Mrs Shaw agreed to be present when the VoWH inspector visited the site. Clerk to advise VoWH.

13. Reports from Councillors on areas of responsibility: these were re-stated with responsibilities remaining the same apart from Planning which required an additional councillor.

(i) Roads and Footpaths: it was noted that OCC has agreed to UPC continuing to cut footpaths.

(ii) Young Parishioners: Playground: recent vandalism to the fence would be repaired by the culprit, with an additional gate being installed. RL

(iii) Village Hall: Income was down due to the Caravan Rally having been postponed due to inclement weather. Jessie West was trying to promote events. Although the PC thought a solution would be to raise rates, this was not considered an acceptable to UVHAT. A football team had recently approached the PC to ask about playing on the recreation ground; the Clerk advised she had asked for more information (ages, numbers, times and dates requested etc.) but had not had a reply. Clerk agreed to liaise with Jessie West about this approach. Clerk

(iv) Communications: the new Noticeboard had been erected; it was agreed that two additional keys should be cut, one for the Clerk and another spare. Compliments had been received for the additional information board erected on the recreation ground. RL

(v) Volunteer Group: Nothing to report.

(vi) N.A.G. – Mr Lightfoot had attended a meeting on 20th May; topics discussed were rural crime and hare coursing. Parish Councils might be asked to contribute to the cost of maintaining speed indicator devices (SID).

(vii) UKAEA Stakeholders Committee: nothing to report

(viii) Parish Transport Rep: nothing to report

14. Finance:

(i) Adoption of accounts. Mr Norman circulated copies of the accounts. It was proposed that these be adopted by Mrs Shaw, seconded by Mr Shaw, and unanimously agreed.

(ii) Ratification of Annual Governance Statement: a copy of the Annual Governance Statement was distributed. It was proposed that this be certified as correct, and was signed by Mr Dickens.

Mr Norman was thanked for preparing the accounts, which he would now forward to Mr S. Powell for the internal audit.

(iii) Change of Bank Signatories: Lloyds Bank forms had been signed by Mrs Lightfoot as retiring Clerk and Mrs Hoy as new Parish Clerk, and by Mr Dickens as retiring Chairman/Signatory. Dr Lott has signed as the new cheque signatory. Mr Norman agreed to take the completed forms to the Bank.

(iv) Invoices for payment since last meeting

a) Clerk’s salary: Gross £321, less PAYE £64 + expenses = £287. Mrs Hoy requested monthly payment by BACS with expenses being settled separately via cheque; this was unanimously agreed.

b) Sundry purchases: grass seed, pickets, BG Sports International, Postfix, Shoretrax, Kompan*

c) OALC Training course £42; it was unanimously agreed that Mrs Hoy should attend the OALC training course on Meetings and Minutes being held in June 2013.

The above items were agreed for payment. *chqs sent since last meeting

(v) Receipts since last meeting: HMRC repayment of VAT: March £4.07, April £137.39, VoWH £14.56, £3,625.00.

(vii) Bank interest April 68p. Receipts were noted.

15. Documentation 2012-2013

(i) Aims & Objectives: not discussed.

(ii) Asset Register: Mr Norman had reworked the Asset Register (copy filed with these minutes).

This document is required as part of the Audit of accounts. Mr Fraser agreed to investigate the value of the equipment owned by the PC and amend as necessary. To be discussed at next meeting.

(iii) Risk Register: it was agreed this needed to be reviewed; Clerk to ask Mrs Lightfoot if she has it.

16. Correspondence:

(i) ORCC circular about making your community more dementia friendly.

(ii) VoWH communication that in future Purchase Order numbers would be required to help with efficient running of payments process. A Reply Form for Supplier Payments was attached. Noted.

(iii) Notification by Sally-Anne Worsley of change of property name from Springside Cottage to The Old Bakery in Stream Road; noted.

(iv) OALC – Notice of a Data Protection Course in September at a cost of £65+VAT per head: after discussion it was agreed that a representative from UPC should attend and Mr Fraser volunteered.

17. Meeting Dates: Clerk read out a list of proposed meeting dates for 2013-2014.

The next meeting will be held on Tuesday 16th July at 8.00 p.m.

Angela Hoy, Clerk
Tel: 01235 851726 31st May 2013

Minutes of an Extraordinary Parish Council Meeting in the Village Hall on Friday 3rd May 2013

Present: Dr B Lott (Chairman), Mr S Fraser, Mrs L Shaw, Mr B Shaw, Mr S Norman, Mrs A Hoy (Clerk)

+ Four members of the public

1. Apologies: Mr J Dickens

2. Declarations of Interest

Members are asked to declare any personal interest and the nature of that interest which they may have in any of the items under consideration at this meeting. Any Member arriving after the start of the meeting is asked to declare personal interests as necessary as soon as practicable after their arrival even if the item in question has been considered. There were no declarations received.

3. Retrospective Planning Application: P13/V0702/FUL, Livery Stables at Wattle Cottage Farm.

Open Forum

The Chairman for the Meeting invited members of the public present to give their views on this revised application.

Several concerns were raised including:

• Access issues with an unknown number of slow-moving vehicles exiting onto the busy main road;
• Permanent nature of the structure, believed to be contrary to AONB legislation
• Number of horses to be kept at the stables inappropriate for the available pasture.
• Impact of bad odour on the village pub, given the proximity of the building (up wind) to the Beer Garden
• The blatant disregard for planning rules displayed by the applicant

On the positive side:

• it was felt that a single building would be better than the collection of ramshackle buildings currently on site.

The meeting was reconvened, and further discussion ensued. The PC was in agreement with the issues raised from the floor with the exception of access, which was felt to be adequate. The principle concerns of the PC were:

• Inappropriate permanent development with a detrimental impact on the AONB;
• Detrimental effect of bad odour on the village pub;
• Insufficient pasture for number of horses;
• Permanent structure outside the curtilage of the village.

A vote was held and returned a unanimous “Objection”. Clerk to notify Planning accordingly before the 8th May deadline.

4. Signage for Children’s Play Area

Dr Lott advised that he had obtained a quote for a new sign for the Children’s Play Area in the amount of £180 + VAT. After discussion about the height and make-up of the sign, there was unanimous agreement that this should go ahead, proposed by Dr B Lott, seconded by Mr B Shaw.

5. Gate for Children’s Play Area

The fence surrounding the play area had been vandalised on or about 25th April. Dr Lott reported that the culprit had been identified as a young boy in the village. On taking it up with the family an offer to repair the fence at the child’s cost was offered. They were also happy for the boy to receive a visit from the PCSO.

Mrs Shaw proposed the PC accept the family offer, seconded by Stuart Fraser.

The option to insert a small (3ft) wooden gate to improve access was discussed. Mr Brown thought this would cost in the region of £30 plus £15 for ironmongery and a spring closer. It was agreed that Mr Brown should go ahead and purchase materials for the gate and install it as soon as convenient.

6. Rolling of Play Area

Dr Lott had received a quote for £180 + VAT from Didcot Plant Hire for the hire of a roller to be used on the play area after the Bank Holiday weekend to flatten out ruts cause by the recent pump track development. It was unanimously agreed that this should go ahead, proposed by Mr Shaw and seconded by Dr Lott.

It was noted that a working party needed to be put together to tidy up the ground around the play area.

There being no further business, the meeting closed at 9.45pm.

Date of Next Meeting: Several Councillors were unable to make the planned date of 21st May and the date was therefore changed to Thursday May 30th at 8pm in the Village Hall.

ACH 09.05.13

Minutes of an Extraordinary Parish Council Meeting in the Village Hall on Monday 8th April 2013

Present: Mr J Dickens (Chairman), Dr B Lott, Mr S Fraser, Mrs L Shaw, Mr S Norman, Mrs A Hoy (Clerk)

1. Apologies: Mr B Shaw

2. Declarations of Interest

Members are asked to declare any personal interest and the nature of that interest which they may have in any of the items under consideration at this meeting. Any Member arriving after the start of the meeting is asked to declare personal interests as necessary as soon as practicable after their arrival even if the item in question has been considered.

3. Planning Application: P13/V0585/LB Stocks, Stream Road

Alterations and replacement of external door and windows. No objections.

Clerk to notify Planning.

Minutes of the Annual Parish Meeting of Upton

Held on Monday 8th April 2013 at 7.30pm in the Village Hall

Present: Mr J Dickens (Chairman), Dr B Lott, Mr S Fraser, Mrs L Shaw, Mr S Norman, Ms J Shelley (District Councillor), Mr S Lilley (County Councillor), Mrs J West (Upton Village Hall Amenities Trust), Mrs A Hoy (Parish Clerk) and 3 members of the public

Apologies for Absence: Mr B Shaw

1. Minutes of the Annual Parish Meeting held on 16th April 2012 were agreed to be a true record and signed by the Chairman.

2. Annual Reports

(a) Parish Council Chairman: Mr Dickens opened the meeting by welcoming those present. In his report he thanked Clare Lightfoot for her all hard work and outstanding long service to the PC over 7 years as Parish Clerk, and welcomed Angela Hoy as the newly appointed Parish Clerk from 1st April 2013. He advised that he would be standing down as Chair at the next PC meeting, at which time a new Chair and Vice would be appointed. He intended to retire from the PC within the next few months, thus a vacancy would arise for a councillor position and anyone interested was requested to contact the Clerk. He also thanked the Playground Working Party for all their hard work on the Playground and Recreation Ground, which had been an enormous success. The organizers of the Uptonogood (Bob Lott and Mike Tibbetts) were also thanked for their contribution to the cycle pump track about to be installed. Discussions were ongoing with the Land Agent for the Coffin Way footpath and proposed hedge-planting, and it was noted that Blewbury Parish Council and Sustainable Blewbury were interested in being involved, so a joint approach could be made. The village notice board had been repaired and was about to be reinstated outside the Village Hall, thanks to Ralph True for his work on this. The 2004 Parish Plan remained valid but could do with updating; however the current PC workload prevented such a review, although if a group of parishioners would like to undertake this task, it would be most welcome.

(b) Parish Council Finance: Mr S Norman presented the Income and Expenditure Report for 2012/2013 that showed that the precept was unchanged at £7250. The unusual carry forward figure reflected the outstanding payment to Kompan, due to a small amount of work remaining unfinished. It was hope this would be regularised very shortly. The financial position of the PC was considered healthy, and included £5k for the new cycle pump track about to be installed.

(c) District Council: Ms Janet Shelley reported on the recommended boundary changes, which will see the number of councillors reduced from 51 to 38. They recommended a two-member Blewbury and Harwell ward and a single member Hendreds ward. A small new homes bonus is available for the South East corner of the Vale area and Cllr Shelley would work to secure whatever she could for Upton. Benefits have arisen from the sharing of services of VoWH and OCC since 2008 with employment cost savings of £3.9m. A consultation document to be known as Local Plan 2029 was being implemented, with Part 1 setting out the strategic objectives for the area, focussing on sustainable growth within the Science Vale UK area principally in the enterprise area of Milton Park and Harwell. She will continue to work on improving increased infrastructure, with particular emphasis on the A417 road.

(d) County Council: Mr S Lilly reported on the reduction of manpower (largely administrative) within the Council. New methods of governance agreed by all political parties will come into force after the May elections (at which he was up for re-election), designed to simplify and rationalise committees. A new 30mph VAS sign has now been installed on the west side of the village and road markings refreshed; the A417 was getting more attention because of the increased housing along its route and he was meeting a senior officer of the CPRE tomorrow to discuss the Harwell relief road. He also mentioned the proposed four-way interchange at Chilton. Mr Lilley advised that the CC is investing over £13.5m to enhance broadband throughout the County, which will result in 90% of the area being on high-speed broadband. Upgrades to Didcot Parkway station forecourt were due for completion late Summer 2013, easing the traffic congestion in that area. He noted that the line was shortly due to be electrified, with an anticipated increase in passenger numbers as services improved. He commented on the sustainability of local bus services, which was improving; he added that an Oyster-type scheme was coming soon which would help to improve viability. If re-elected, Mr Lilley intended to concentrate on improving the infrastructure in particular medical facilities currently available in Didcot and environs, which were inadequate for a growing population. His report is attached to these minutes.

(e) Parish Transport Representative: Mrs J West reported that there had been several recent problems with the new bus service, with buses failing to stop to pick up people or not arriving by the scheduled time, and she felt Thames Travel had taken on more contracts than they could handle. Mrs West suggested that a local minibus service be investigated, as was in place in South Stoke, subsidised by OCC; she had spoken to Cllr Roy McMillan from South Stoke PC for information on such a service. The aim would be to cover Upton, West Hagbourne and the Astons which were poorly served at the moment; this would be in addition to the existing Blewbury/Didcot route but much more frequent. Mrs West agreed to investigate further. This was not the same as the Dial-a-ride service which provided a service to individual parishioners on demand. Mrs J West

(f) UVHAT : In her report Mrs West commented on the financial viability of the Hall and the various groups which used it regularly. She commented that new equipment was required in the toilets, including three electric hand driers. She also mentioned the plan to remove the wall between the kitchen and the small adjoining room to give better storage facilities and install better appliances, for which a £5k grant was available from the late Theo Gordon’s estate.

(g) United Charities: Mrs C Lightfoot presented a report on behalf of the Charity in which she advised that Mrs Chris Traynor had agreed to take on the role of Trustee on behalf of Upton. Clerk to advise the Charity

(h) Blewbury School: James Wanstall was unable to be present but had sent a report which was read by the Chairman. There were currently 153 children attending the school, who were making pleasing progress in their studies. In 2012 the school had been involved in a European Comenius project with Germany, Italy and the Czech Republic, and in 2013 was starting another similar project, this year’s partners being Poland Germany and Italy.

(i) Neighbourhood Action Group: John Lightfoot was unable to be present but had submitted a report, read by the Chairman. Cllr Shelley commented that at recent meetings she had attended, attendees were often outnumbered by Police representatives. Cllr Lilley offered to raise queries on our behalf with central authorities.

(j) St Mary’s Church: Mr P Batho reported that Fr Geoffrey Borrowdale would be leaving the Benefice later this year but he had been promised that a replacement would be provided in due course. Church services were being well attended and charitable events had been well supported. The PCC had recently held a meeting to discuss raising the profile of St Mary’s, including using the Church for concerts and other events. An inter-village tug-of-war was suggested.

(k) UKAEA Stakeholders Meeting: Dr D Whitmell had submitted a report describing the treatment of the remaining nuclear waste with plans to move it to Sellafield by 2021. Outline plans were being submitted to demolish existing UKAEA houses on the site and erect 120 new houses.

3. Open Forum

The Vale Draft local plan was discussed, with the main impact being on link roads. Other items had already been discussed within the individual reports.

Mrs West reported a loud noise which had been heard by several residents near the corner of the recreation ground and the track to the Horse and Harrow. It was thought this was unlikely to have been caused by a farmer’s bird scarer. The Chairman agreed to investigate. J Dickens

4. The Chairman closed the meeting by thanking everyone for attending, and presented Clare Lightfoot with a bouquet from the PC in recognition of her service to the community. The meeting closed at 9.15pm.

5. Date of Next Annual General Meeting: 14th April 2014

ACH 14.4.13

Minutes of Meeting of Upton Parish Council in the Village Hall

On  Tuesday 15^th January 2013 at 8.00 pm

Attendees:  Mr J Dickens (Chairman), Mr S Fraser, Mr S Norman, Mr B Shaw, Mrs L Shaw, Dr Lott arrived at item (10 ).  Mrs C Lightfoot (clerk).   Part time: Councillor J Shelley.   1 observer 

1. Apologies – none received

2. Declarations of Interest

Members are asked to declare any personal interest and the nature of that interest which they may have in any of the items under consideration at this meeting. Any Member arriving after the start of the meeting is asked to declare personal interests as necessary as soon as practicable after their arrival even if the item in question has been considered.  Each councillor (with the exception of Mr B Shaw) signed to declare an interest at Item 11(a) Precept Setting.  A letter seeking dispensation from each of these persons was handed to the Clerk and granted as per 31.S.33 of the 2011 Act.

3.  Minutes of meeting held on 7^th November 2012: the minutes having been previously circulated were agreed to be a true record and signed by the Chairman.

4. Matters arising

(i) Clerk’s vacancy: it was agreed that an offer should be sent to Mrs Hoy suggesting a starting date of  1^st April 2013.   The Chairman to confirm the process with AOLC. JD

(ii) overhanging hedges: it was noted that in general  residents had taken appropriate action.  It was agreed to insert a reminder in the Upton News on an annual basis. BS

(iii) surplus items in tractor shed: these items have been advertised in Upton News and are available free of charge.

(iv) purchase strimmer: Mr Fraser had negotiated a strimmer, brush cutter, helmet and visor from Kalehurst at a cost of ~£900.  Mr Fraser will proceed with the purchase.  SF

5. PCSO’s report – none received since no PCSO was in attendance

6. County Councillor’s Report – in the absence of Mr Lilley no report received

The Chairman noted that a Vehicle Activated Sign has been erected at the entrance to the village on the A417 and he expressed his thanks to Mr Lilley for arranging for this to be done.

7. District Councillor’s Report:

Mrs Shelley reported on the Council Tax Reduction Scheme (CTRS) which comes in to effect in April 2013,  replacing the current benefits system which assists those on low incomes to meet their council tax payments.  She said the council will address council tax exemptions and discounts which currently apply to unoccupied homes, i.e. second homes, unfurnished or unoccupied dwellings or those requiring structural repairs.

The Local Plan:  she said that work is progressing on the allocation housing supply document for the next 15 years and that the Local Plan will be drawn up this year and submitted to the Secretary of State.

8. Villagers’ Forum:  Mrs Shaw had received a text from a resident (Mr Padden) raising the issue of the poor state of the village roads.  The Chairman noted that the procedure for reporting road issues is for these to be reported to the web site “mystreet”.  Mrs Shaw will advise Mr Padden. LS

9. Planning:

(i) P12/V2104/CM –  It was noted that permission had been granted for the replacement of an extant planning permission in order to extend the time limit for implementation at Chilton Waste Services;

(ii) P12/V1730/DA – Wattle Cottage Farm: Planning appeal decision still awaited and the enforcement order remains in place. Some work has been observed on the site recently and the enforcement officer has been made aware.

10. Reports from Councillors on areas of responsibility:

(i) Roads and Footpath:  Mr Norman reported that £337.50 had been received from OCC in respect of cutting footpaths.   This arrangement will stand for the current year.  It was noted that a “No right of way” sign had appeared on the road between Lynchway and Alden Lane.

The path to the West of Little Acorns Nursery (between A417 and the B road into West Hagbourne) had been obstructed.  Mr Norman will enquire about the validity of this action. SN

(ii) Young Parishioners

Bike Jumps:  Dr Lott advised that as part of the finalisation of the WREN playground grant the PC is required to complete additional proposed works.  He has met with Shoretrax on site to discuss the installation of a cycle track.  Shoretrax suggested this be carried out in 2 phases.

Phase 1: rebuilding, reshape and surface existing dirt roller and jumps.   Construct new dirt and surfaced berm and roller to create a complete loop.  Cost £5k + VAT.

This would take 14 days to complete. Volunteers would be required to help with the spade work.

The advantage of this system is that it is low maintenance as it does not incorporate a timber feature.

Following discussion Dr Lott proposed the PC consider the quotation for phase 1 (as above) at a cost of £5,000 + VAT.  This was seconded by Mr Shaw.

Councillors were in favour subject to:

• Mr Norman checking on the cash flow position SN
• Dr Lott checking with Mrs Caffyn on the detail of the WREN grant conditions. RL

New Playground: Dr Lott said that more volunteers are needed to carry out the mandatory weekly check on the playground.

(iii)  Village Hall

Caravan meet 29 March – 1 April:  Dr Lott has forwarded a site map to the Camping and Caravan Club organisers.  A site visit to be held in advance of the camping weekend in order to check on the condition of the recreation ground. RL

(iv) Communications – nothing to report.

(v) Volunteer Group

(a) tree planting along Coffin Way:  Dr Lott will enquire on the availability of hedging plants and whether Parish Councils can apply. RL

(b)  repairs and relocation of notice board:  the clerk reported that Mr True is repairing the vandalised notice board.  Preference is that it be mounted on the metal fence to the right hand side of the gate into the recreation ground. Clerk to liaise with Mr True. CL

(c)    Litterpick – Mr Brown has agreed to assist with administering the litterpick.   Clerk to advise Mr Brown that the preferred date is 16^th March.  CL

(vi)  N.A.G. – nothing to report.

(vii) UKAEA Stakeholders Committee – Dr Whitmell had circulated a note of the meeting held on  7^th December 2012.

(viii)     Parish Transport Rep – nothing to report.

11. Finance:

(a)  Set precept for 2013/2014: following discussion it was agreed to keep the precept at £7,250, this was proposed by Mr Dickens and seconded by Mrs Shaw, with all in favour.

 (b) Invoices for payment:

(i) Broker Network Ltd £106.77 (insurance on new playground)

(ii) M Brown – petrol for mower £25.02

(iii) Clerk’s salary – Gross £321, less PAYE £64.20 = £256.80

(iv) Kompan £12,862.66 (balance on playground)

(v) Society of Local Council Clerks annual subscription £63

All invoices with the exception of Kompan’s  were agreed for payment.  Mr Fraser will speak to Mrs Caffyn (Upton PC’s liaison with Kompan) to resolve the outstanding issues in order to expedite the completion of payment for the Playground. SF

(c)  Receipts since last meeting:

(i)  Bank interest: Nov  68p; Dec 68p

(ii) HMRC repayment of VAT: none

(iii) Cheque received from OCC in respect of  2012 footpath cutting (£337.50)

Receipts were noted.

(d) Financial Statement to end December 2012:  Mr Norman circulated a financial statement showing a balance of £24,673 to the end of December.  He agreed to provide an extrapolation of the  financial position to the year end (31^st March). SN

12. Correspondence:

(a)  Letter introducing the new Local Police Area Commander for SODC and Vale was noted.

(b)  Invitation to attend ORCC’s Playground Inspection Training Course 2^nd March:

Mr Fraser and Dr Lott have been registered to attend this course.

(c) “United Charities of the Ancient Parish of Blewbury, Upton and Aston Upthorpe.  Following Mrs Whitmell’s resignation as trustee representing Upton Parish Council a new trustee needs to be  appointed.  Clerk to copy background information to councillors for consideration of a suitable trustee.  CL

13. Next Meeting Date:  19^th March 2013

Clare Lightfoot, Clerk

Tel:  01235 850486

22^nd  January  2013

Minutes of

Meeting of Upton Parish Council in the Village Hall, Small Meeting Room

 On Wednesday 7^th November 2012 at 8.00 pm

Attendees:  Dr R Lott (Chairman),  Mr S Fraser, Mr S Norman, Mr B Shaw, Ms L Shaw, Mr J Dickens (arrived at item (8)).  Part time:  Councillor J Shelley, PCSO L Webb

1. Apologies – none received

2. Declarations of Interest

Members are asked to declare any personal interest and the nature of that interest which they may have in any of the items under consideration at this meeting. Any Member arriving after the start of the meeting is asked to declare personal interests as necessary as soon as practicable after their arrival even if the item in question has been considered. None recorded

3.  Minutes of meeting held on 18^th September and the extraordinary meeting held on  9^th October 2012 having been previously circulated were agreed to be a true record and signed by Dr Lott.

4. Matters arising:

Parish Council Meeting on 18^th September

(i) Aims & Objectives having been circulated to councillors were ratified and will be posted on the web.

(ii) Clerk’s vacancy: it was noted that the closing date for applications is 30 November.

(iii) Coffin Way: tree planting. Dr Lott will liaise with the Sustainable Blewbury Group to discuss the proposal to plant a hedge on one side of Coffin Way from the apple orchard to the mid-way point. Woodland Trust to be approached regarding the supply of suitable hedging. RL

There were no matters arising from the extraordinary meeting held on 9^th October.

5.  PCSO’s report: PCSO L Webb reported on the increase in burglaries in the area and urged that any suspicious vehicles or personnel be reported on 101.  He recommended that lights on timers be used in the absence of home owners.  He apologised that the regular Speed Indicator Device (SID) operation had not taken place due to lack of resources.

6. County Councillor’s Report: in councillor Lilly’s absence there was no report.

7. District Councillor’s Report:

Councillor Shelley reported on the additional powers devolved by OCC to the District Council in respect of flooding.  The Vale is now responsible for:

• Giving consent for structures in streams and ditches, e.g. bridges or pipes
• Taking action to make sure landowners carry our their duties to maintain water flows
• Investigate causes of flooding events and making recommendations to alleviate future risks.

Other points of note:

• a new 24 hour Stop Hate Crime Helpline is now available on 0800 138 1625;
• the Vale and SODC have scooped the best improved recycling rates prize;
• Council Taxbases: subject to the Local Government Bill receiving Royal Assent in early November the Vale propose to calculate provisional taxbases to councils by the end of November.

8. Villagers’ Forum:

The clerk had been asked to raise the question of overhanging hedges which are causing obstructions on a number of footpaths.   The council agreed to insert a piece in Upton News asking parishioners to fulfil their obligation to keep hedges trimmed back. BJS

9. Planning

(i)  P12/V1392HH – garden room at Cherry Tree Cottage:  the Vale has not yet advised on their decision on this application.  (Clerk’s note: the Vale’s web site indicates this application has been permitted.)

(ii) P12/V1482/O – outline application for 3 properties at Maslina:  the Vale’s web site states that this application has been refused by the Planning Committee, although no official notification has been received.  Councillor Shelley said that she had attended the Planning Committee meeting and had spoken in favour of the application.

10. Reports from Councillors on areas of responsibility:

(i) Roads and Footpath: nothing further to report

(ii) Young Parishioners:

• New playground

 Inspections:

 Dr Lott has designed an inspection sheet for the new playground which is to be checked on a  weekly basis.  Dr Lott was asked to incorporate the old playground check list into this form.

Dr Lott to compile a rota of volunteers to undertake the inspections. RL

The clerk to file hard copies of the completed sheets.  Clerk

The clerk to contact ROSPA regarding an annual inspection of the playground. Clerk

Web address:  Dr Lott to speak to Mr Rippon with a view to setting up a suitable web address for Playground comments.  RL

• Use of old playground: it was agreed to maintain the old playground in the interim.  The fence to be repaired.  Consideration to be given to inserting a child proof gate in the fence on thenorth westside of the village hall.

(iii) Village Hall: Caravan Meet Easter 2013: Dr Lott has communicated conditions and a site map to the Caravan and Camping Club organisers.

(iv) Communications: it was noted that the clerk is working with Mr Rippon (webmaster) to maintain compliance of the Parish Council’s publications model.  Mr Shaw will continue to post new information ongoing.  Clerk/BS

(v) Volunteer Group: a working party has tidied the tractor shed.  There are some items to be disposed of and a note will be put in Upton News to establish whether any of said items are required.

It was agreed that Mr Fraser should source a petrol driven strimmer as agreed at meeting held on 17^th July 2012  (1207Minutes, item 10(iv))

(vi) N.A.G. the next meeting will be held on 12^th November

(vii) UKAEA Stakeholders Committee – nothing to report

(viii) Parish Transport Rep – nothing to report

11.  Finance:

(a) Invoices for payment:

(i) Clerk’s salary:  Gross £321, less PAYE £64.20 = £256.80

(ii) HMRC (Clerk’s PAYE) – £128.40

(iii) Kompan – balance on Playground – £12,862.66

It was agreed to pay items (i) & (ii).

Before item (iii) is paid in full the Council requests clarification from Kompan on the way forward regarding the supply of  fireman’s pole (or substitute),  arranging a final handover, delivery of tensioning tool and instruction  on its use.

Mr Fraser agreed to speak to Mrs Caffyn to fully understand the position. SF

(b) Receipts since last meeting:

(i) Bank interest Sept 54p, Oct 62p

(ii) HMRC repayment of VAT:  Sept – £10,008.42; Oct £125.92

The above receipts were noted.

12.  Correspondence:

a)   Alliance of small villages re planning policy

Mr Fraser indicated an interest in attending.  The clerk to keep him informed of date.  Clerk

b)  Participation is requested in the Oxfordshire Benefit Society (a cooperative aiming to run the Oxfordshire Local Healthwatch from April 2013).

13. Next Meeting Date: 15^th January 2013

Clare Lightfoot, Clerk
Tel:  01235 850486
12^th November 2012