Minutes of Extraordinary Meeting of Upton Parish Council in the Village Hall

 Tuesday 9^th October 2012 at 8.00 pm 

Attendees:  Mr J Dickens (Chairman), Mr S Fraser, Mrs L Shaw, Mrs C Lightfoot (clerk), 7 parishioners

1. Apologies were received from Mr Norman, Dr Lott and Mr 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.  None registered

3. Planning:

(i) Planning Application P12/V1976/HH – Hedgewell, High Street.  Applicant Mr V Woolgar

Proposal: demolish garage to side elevation (E).  All proposed single storey.  Infill to rear comprising of new kitchen with cellar under, side aspect (E) leaving side access (0.9m).  Bring front elevation forward to include proposed to side and entrance cover porch.  Finish of flat render to all elevations with replacement of slate tile to roof.  Catch water system to include recycling (grey water), sustainable under floor heating to all floors with increased insulation to all surfaces.

The applicant pointed out that the reference to “with cellar under” should be deleted.  The plans, having been previously circulated were discussed.  The Parish Council agreed that there were no objections to this application.  The clerk to advise the Vale accordingly subject to “with cellar under” being removed from the application. Clerk

(ii) Planning Application by Mr S Cole, Raymond Brown Minerals & Recycling, for the application for the replacement of an extant planning permission (proposed Extension of MRF and Waste Transfer Station) in order to extend the time limit for implementation at Chilton Waste Services, Prospect Farm, Chilton.  The Parish Council had no objections to this.  Clerk to advise OCC accordingly with the stipulation that no adverse impact be made to the AONB. Clerk

(iii) Planning Application P12/V1482/O – Maslina.   It was noted that this application is being considered by the Planning Committee on 10^th October.

4.  Coffin Way: Mr Fraser said that we should consider contacting the Woodland Trust as an alternative supplier of trees.  In principle it was agreed that a hedge across Coffin Way would be desirable.  It was pointed out that if two hedges were planted in parallel potential safety issues need consideration.  The Chairman proposed that further discussions be held involving the landowner he also stated that the point at  which the footpath went past the Upton Fruit Farm apple orchard on the intersection with the track to Frog Alley was outside of our PC boundary and was in the Blewbury PC boundary.  JD

It was noted that the electric fence alongside Coffin Way was restricting the footpath.  Clerk to contact the landowner. Clerk

5. Playground:  in response to the note in Upton News regarding the use of the existing playground, one response had been received to date.   The suggestion made was to transfer the baby swings and rocker from the old playground to the new site, thus keeping the children in one place.  The Chairman will speak to Mrs Caffyn (contact with Kompan) to discuss the logistics of removing the equipment. Health and Safety notices were discussed the Chairman to suggest and circulate some words as a proposal.

6. Overhanging hedge:  the clerk had received a complaint about the overhanging hedge alongside Station Road which compromises visibility when leaving the car park.   The working group to be asked to tackle            trimming this back.

Clare Lightfoot, Clerk
Tel:  01235 850486
18^th October  2012

Minutes of a Meeting of Upton Parish Council in the Village Hall on

Tuesday 18^th September 2012 at 8.00 pm 

Present:  Mr J Dickens (Chairman), Dr R Lott, Nr S Norman, Mr B Shaw, Mrs L Shaw, Mrs C Lightfoot (Clerk)

Part time: Mr S Lilly, Mrs J Shelley, Mr J Carpenter

1.  Apologies were received from Mr Fraser

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.  Mrs Shaw and Mr Shaw declared an interest at Item 10(iii).

3. Minutes of meeting held on 17^th July 2012. The Minutes were agreed to be a true record and signed by the Chairman, subject to the following amendments:

Para 9(ii), the penultimate sentence to read:  After discussion the Parish Council were in favour of fully supporting the application…..;

Para 12 “Code of Conduct” to read:

The Chairman proposed that:

1. the code of conduct adopted by Vale of White Horse District Council be adopted as the code for members and co-opted members of the Upton Parish Council with immediate effect, to replace the current code of conduct; and
2. the clerk be requested to notify the monitoring officer of Vale of White Horse District Council of the passing of the above resolution” CL

4. Matters arising:

Parish Council Meeting on 20^th May:

(i) Aims & Objectives – Mr Dickens to circulate the Aims and Objectives for comment.

(ii) Clerk’s vacancy has now been advertised on the village website and noticeboard.

5.  PCSO’s report – there was no report in the absence of a PCSO.

6.  County Councillor’s Report:  Mr Lilly reported on a number of issues:  £8m had been set aside to ensure that over the next 3-4years highspeed Broadband is available throughout Oxfordshire.  A full traffic study of the A417 will be carried out in association with the development of the UK Science Enterprise Park.  Great Western Park developers wish to increase the size of the food retail outlet by 2.5 times in the “central village area”.

Mr Lilly anticipates an increase of the stewardship fund over which he has discretion.  He commented that there will be a loss of revenue associated with the closure of Didcot Power Station.

7.  District Councillor’s Report:  Mrs Shelley said the proposed Boundary Commission changes would increase her ward from a population of 1600 to 2600.  The Cabinet had met to consider the impact of IHSP, however no alternative had been forthcoming.  Mrs Shelly explained that the VOWH Core Strategy plan will be developed  from the National Planning Policy Framework.  The Core Strategy will be in place for 2014. Neighbourhood Plans may be potentially unsuitable if not in accordance with the core strategy and are expensive. The Faringdon plan cost £20K. VOWH is investigating the possibility of funding assistance for neighbourhood plans in the future. Council Tax Benefit was in the spotlight due to a 10% reduction from Central Government, the Vale is consulting on how this might be recouped.   She said that pensioners and vulnerable people should be no worse off.

8.  Villagers’ Forum:

• Traffic Calming measures on A417.

 Mr Lilly stated that he has put in train the following: 30MPH VAS sign on western approach to the village, refresh road markings on A417, remove 50MPH sign close to village approach.   These actions will be completed as his budget allows. Mr Lilly will consult with Highways on the “wish list” of proposals for traffic calming as drawn up by Mr Norman. (list attached to these minutes).

9.  Planning

(i) P12/V1392HH – garden room at Cherry Tree Cottage – decision awaited

(ii) P12/V1482/O – outline application for 3 properties at Maslina.  This application will be  taken at the Vale’s planning committee in October.

(iii) Wattle Cottage: an enforcement order has been issued to stop the work proceeding.   The landowner has appealed against the refusal of the application.

(iv) Details pursuant to condition 9 & 10 of planning permission UPT/3451/15-CM  – Prospect Farm, Chilton.  Councillors to research this application and forward comments to the clerk in order to formulate a response to OCC. The PC was in agreement that “in any event there should be no detrimental affect on the AONB.” ALL

10.  Reports from Councillors on areas of responsibility:

(i) Roads and Footpaths

• BOAT 389/14 (Pound Lane)  – flooding & overgrowth issues.  A “round robin” letter had been sent to residents requesting attention be given to overgrowth and the necessity of keeping the ditch cleared.  It was agreed to send an annual polite reminder to residents in March.  Clerk
• Coffin Way:  a watching brief is being kept regarding the footpath to Blewbury.  The planting of a hedgerow across Coffin Way was mooted.  The RHS is offering trees as part of a National campaign to plant more trees.  Mr Norman will speak to Mr Maytham about this.  SN

(ii) Young Parishioners:

• New Playground:  clerk to contact Oxfordshire Playing Fields Assn to seek advice on health and safety notices.  It was agreed that the present sign be anchored down.  Clerk to write on behalf of the PC to Mike Hodges for handcrafting the sign.  CL

ROSPA to be contacted for a quote for the annual maintenance of the new playground. CL

Kompan Warranty:  Mr Dickens and Dr Lott to examine the information received from Kompan in order to fully understand the implications of the warranty. RL/JD

Use of old playground – a note will be inserted in Upton News seeking parishoners views on how the original playground might be used.

(iii) Village Hall: Caravan Meet requested for Easter 2013: a number of issues were raised.  After discussion the Chairman said that the Rally needed to be managed.  Clerk was asked to contact Mrs West with the request that a meeting be held between a Parish Councillor and the Caravan organisers.  Dr Lott will draw a map defining the area in which the caravans are to be parked. RL

Access to the playground should not impeded thus preventing village children from using the facility over the Easter holiday.

(iv)  Communications:  Mr Shaw reported that issues relating to the website had been addressed.  Mr Shaw will continue to liaise with Mrs Sayers on items for Upton News.  BJS

(v) Volunteer Group: working party required to tidy tractor shed – ongoing  RL/SF/MT

(vi) N.A.G.  Mrs Shelley reported that there is a decrease in PCSO patrols, due to the responsibility of patrolling Milton Park.

(vii) UKAEA Stakeholders Committee – nothing to report

(viii) Parish Transport Rep – no report

11.  Finance:

(a)  Adoption of audited accounts:  Mr Shaw proposed the accounts be adopted, seconded by Mr Dickens, all in favour.

(b) Invoices for payment:

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

(ii) Kompan – balance on Playground – £12,862.66 – as a goodwill gesture it was agreed to pay £6k subject to Kompan giving a firm date for the installation of the outstanding items.  Clerk to  contact Mrs Caffyn. CL

(iii) M Brown – fuel for mower £65.23

(iv) Kalehurst – mower repairs and service £444.60

(v) ROSPA – inspection of old playground £86.40

(vi) BDO audit fee £162

With the exception of item 11 b(ii) the invoices were agreed for payment.

(c) Receipts since last meeting:

(i) Bank interest July 40p, August 48p

(ii) HMRC repayment of VAT £33.93

(iii) 2^nd Half Precept £3625 (to be received 4^th October)

The above receipts were noted.  The August repayment of VAT (£9987.11) is in the pipeline.

12.  Correspondence:

The following items of correspondence were noted:

• Audit Commission – confirming BDO’s appointment as auditor for 5 years from 2012/2013
• Affordable housing conference 26^th September – Mr Fraser to attend
• Neighbourhood Planning Support – information fromORCC

13.       Next Meeting Date: Wednesday 7^th November 2012

Clare Lightfoot, Clerk
Tel:  01235 850486
24^th  September 2012

Minutes of Meeting of Upton Parish Council
on Tuesday 17th July 2012 at 8.00 pm in the Village Hall

Present: Dr R Lott (acting Chairman), Mr S Fraser, Mr S Norman, Mrs L Shaw, Mr B Shaw,
Mrs C Lightfoot (clerk)
Part time:  Mr J Dickens, Mr B Arnold, Mrs B Arnold, Mrs C Brown, Mr S Lilly

1. Apologies – Mr Dickens apologised for his late arrival

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 20th May 2012 and extraordinary meetings held on 18th June 2012, having been circulated, were agreed to be a true record and signed by the Chairman.

4. Matters arising:
Parish Council Meeting on 20th May
(i) Caravan on Lynch Way:  the landowner, Mr Lay, has been advised by the Clerk that it is his responsibility to take action to remove the caravan.
(ii) Air Ambulance Recycling Box:  there was a mixed response following the note in Upton News.  It was agreed that a bin is not warranted in Upton since it would diminish future fundraising through jumble sales and there is an alternative bin locally (ie the Cockcroft, Didcot).
(iii) Aims & Objectives: this matter is ongoing.  JD

Matters arising from Extraordinary Parish Meeting on 18th June.
(i) Advertisement for clerk’s post: the clerk to circulate the draft job description to councillors for approval.  It will then be posted on the web.  It was suggested that the clerk keeps a note of how much time the task takes over a 2 month period.    CL
(ii) Uptonogood – proposal to purchase a Gazebo:  Mr Fraser had investigated sizes and prices of a gazebos suitable for village functions.  As an example he quoted a 4m x 12 m Gala Tent at £615. After discussion it was agreed to hold off purchasing this until payment had been made for the Playground.

5. PCSO’s report: no report received

6. County Councillor’s Report
Mr Lilly’s report covered:
Transport: he referred to improvements to both Didcot and Oxford railway stations, and the impending  electrification of the railways due to start in 3-4 years’ time.  500 extra spaces will be provided at the  Thornhill Park and Ride in Oxford
Education: contrary to the reporting that all Oxfordshire schools will become academies, he said that  support will be available for schools wishing to go down this route, but schools can make their own  decision.
Police & Fire Service:  he said that the Oxfordshire and Berkshire Fire Service will be combining and  operating from one high tech control room.
He referred to the ongoing major police “Operation Bullfinch” relating to child protection.
Stewardship Fund: Mr Lilly said his stewardship fund for enhance highways had already been allocated.  Mrs Shaw asked if a “30 MPH” flashing sign could be installed at the entrance to Upton from Harwell. Mr Lilly assured the Council that we would be on the list for 2013.  It was agreed that the 50 MPH  sign close to approach to the village from Harwell should be removed.    SL
In 2013 the stewardship fund is to be replaced by the “Big Society Fund”.
He noted that with the reduction in number of councillors, Upton will become part of Harwell and Hendred  Division.

7. District Councillor’s Report: no report received

8. Villagers’ Forum: no discussion took place

9. Planning
(i) P12/V1392HH – Chery Tree Cottage, application to replace garden room.  The plans having been previously circulated were discussed.  The council had no strong views.  The clerk to advise the Vale planners accordingly.  CL

(ii) P12/V1482/O – Maslina, Reading Road.  Outline application for 3 properties.
Dr Lott set aside standing orders to allow parishioners to give their views.  The meeting    reconvened.  The plans having been previously circulated were discussed.  The plans in    front of the Council were very similar to those previously submitted but subsequently withdrawn.  It was noted that the roof heights were the same as the adjoining property, Number 1, Chilton Road.  The PC queried whether 3 separate entrances would act as a calming measure on the A417, Mr Lilly had stated that Highways have suggested one access. After discussion the Parish Council were in favour of fully supporting the application,  with the comment that the roofing material be in sympathy with the AONB, and consideration be given to siting the properties in order to afford privacy to Kameki, Chilton Road. Clerk to advise the Vale planners accordingly.   CL

(iii) Ground work on land at Wattle Cottage:  parishioners reported that work had started on permanent buildings despite no planning permission being granted. The Vale’s Enforcement Officer advises that notice would be given for the work to cease forthwith.

Mr Dickens arrived at this point and took the chair.

10. Reports from Councillors on areas of responsibility:
(i) Roads and Footpaths

Pedestrian crossing on A417: following a parishioner raising the issue of a possible pedestrian crossing on the A417, the Chairman had requested that this parishioner supply data to support this.  In discussion it was agreed that Mr Norman will open a dialogue with Highways on traffic calming measures   SN
BOAT 389/14 (Pound Lane)  – following complaints from residents on flooding, Mr Dickens had forwarded photographs to Highways with a letter of complaint.  No response had been received.

(ii) Young Parishioners:

New Playground: the playground is to be inspected on 24th July.  Mr Fraser will represent the PC.
He noted that there some concerns about the safety of the see-saw.
Official Opening: the official opening is to take place on 1st September, immediately preceding the  Fete.  A representative of the Parish Council is required to be present in Mr Dickens absence. A children’s competition is to be held in advance of the opening, with a book token as a prize. A “forestry” type sign will be unveiled.  Mr Fraser was thanked for the work which he had  undertaken in relation to moving the goal posts and relocation of the ballwall. Playground Insurance: clerk to check the position on liability insurance.  (Clerk’s note this is fully  covered within our existing policy, as is the equipment).

Use of old playground: the Chairman suggested that the old playground be kept as a play area for under 5s.  It was agreed to canvas views in the village.

(iii) Village Hall:  Mr Maytham has been offered 5 trestle tables for village use.  It was agreed that these be accepted.  Mrs Shaw will advise Mr Maytham that they can be stored in the garage.  LS

(iv) Communications:  Mr Shaw had been advised by our MP, EdVaizey, that he has been unsuccessful in getting his “newsletter” published in Upton. Mr Shaw will undertake to pass future communications to the editor of Upton News will post them to the web.   BS

(iv) Volunteer Group: proposal for purchase of strimmer:  Mr Fraser reported that he had investigated a suitable machine to be used for strimming the humps and cutting hedgerows.  He recommends a STIHL, low-end professional model, at a total cost of ~£800.  It was agreed to put this on the backburner until the Playground accounts has been settled.
A working party to be arranged to tidy the garage and put up storage racks.  RL/SF

(vi) N.A.G.: it was noted that the next Have Your Say will be on 4th August at 3.00 p.m. in the Hall

(vii) UKAEA Stakeholders Committee: Dr Whitmell continues to keep a watching brief and informs   the Parish Council on activities pertinent to Upton.

(viii) Parish Transport Rep: Mrs West had attended a meeting on 2nd July.  No report to hand.

11. Finance:
(a) Invoices for payment:
(i) Clerk’s salary:  Gross £321, less PAYE £80.25 = £240.75*
(ii) HMRC payment of PAYE £160.50*
(iii) Public Works Loan repayment (direct debit) £412.91
(iv) Invoice for New Playground – this has not yet been received.
(v) Broker Network (PC Insurance) £292.56**
(vi) M Brown – fuel for mower, parts for mower & goal repairs  £181.81**

*cheques not issued pending clarification of clerk’s PAYE deduction.
**cheques issued since last meeting

(b) Receipts since last meeting:
(i) Bank interest May 45p, June 49p
(ii) Public donation towards Jubilee mugs £88
(iii) Donation received from Tam Hawkins towards bike jumps £78.33*

*Clerk to acknowledge receipt of this donation.       CL

12. Code of Conduct

The Chairman proposed that:
1. the code of conduct adopted by Vale of White Horse District Council be adopted as the code for members and co-opted members of the Upton Parish Council with immediate effect, to replace the current code of conduct; and
2. the clerk be requested to notify the monitoring officer of Vale of White Horse District Council of the passing of the above resolution”         CL
Mrs Shaw seconded this motion and all were in favour.
Register of Interests: councillors to complete these forms and return to the clerk by 28th July.  ALL

13. Correspondence
(i) Training Course “Roles and Responsibilities” of councillors – 5th September.
Mr Fraser and Mr Shaw expressed an interest in attending this course.  Members to confirm if they wish to  attend.            ALL

14. Next Meeting  is scheduled for  September 18th 2012

Clare Lightfoot, Clerk
Tel:  01235 850486
26TH  July  2012

Minutes of Extraordinary Meeting of Upton Parish Council in the Village Hall,  on Monday 18^th June 2012 at 7.30 pm 

Present:  Mr J Dickens (Chairman), Mr S Fraser, Dr R Lott, Mr S Norman, Mrs L Shaw, Mrs C Lightfoot (clerk)

Part time:  Mr B Arnold, Mrs B Arnold, Mr W Betts, Mrs R Caffyn, Mr G de Wilde, Mrs R de Wilde.

1. Apologies received from 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.  Mrs Shaw declared an interest at Item 3(i), being the owner of property adjacent to the Recreation Ground.

3. Recreation Ground 

(i) Discussion with Playground Working Group to finalise siting of equipment:

Agreement was reached between all parties on the siting of playground equipment.

The zip wire is to be moved 2 metres in an easterly direction in order to accommodate the return cycle track.  The Chairman signed off the plans.  Dr Lott agreed to liaise with the contractors on their arrival on site. RL 

(ii) Cycle jumps:  Dr Lott suggested that any spoil from the playground could be used in the  reshaping of the humps.

4. Planning Applications

(i) P12/V1234 (District Council Renewal).  Requesting renewal of time limit on P09/V0958 (approved July 2009).  Demolition of existing garage, erection of new garage and studio over, new extension and improvements to Maslina.  Applicants Mr & Mrs Arnold.

The Parish Council, having previously agreed planning application P09/V0958 were unanimously in favour of an extension to this application.

Clerk to advise the Vale of White Horse DC accordingly. Clerk

(ii) P12/V1274/FUL –Ingham’s Farm, Reading Road, Upton.

Demolition of 1957 farm building and replace with farm workshop.  Applicant Mr R Napper.

The plans, having been previously circulated, were discussed.  The Parish Council agreed to respond that it had no strong views on the application. The clerk to advise the Vale of White Horse DC accordingly. Clerk

5. Items for noting

(i) Dr Lott reported on the success of Uptonogood which took place on Saturday 16^th June.  He requested that the signage be stored on racking in the “tractor shed”.  This was agreed in principle.

(ii) Purchase of Gazebo: Dr Lott proposed that we investigate the purchase of a large gazebo for communal use.  This was seconded by Mr Dickens.  Mr Fraser was tasked with returning to the July meeting with a proposal. SF

(iii) Flooding in Stream Road:  Mr Dickens reported that the culvert in Stream Road had flooded in 2 places.  The Chairman will pursue this with Highways. JD

(iv)  Caravan on the Lynch Way:  a caravan and occupant has been parked on the Lynchway since the beginning of May.  This has been checked out by the area PCSO.  Since a complaint has now been received from Mr Lay who farms the land this will be pursued and appropriate action taken.

(v) Clerk’s Resignation:  Mrs Lightfoot has stated that she will be resigning from the post at the end of the financial year.  The post will be advertised following the July meeting.

Clare Lightfoot

Clerk/Upton Parish Council

19^th June 2012

UPTON PARISH COUNCIL

Minutes of meeting of Upton Parish Council in the Village Hall on
Tuesday 22nd May 2012 at 8.00 pm

PRESENT:  Mr J Dickens (Chairman), Dr R Lott, Mr S Norman, Mr B Shaw, Mrs C Lightfoot (Clerk)
Part time: Ms J Shelley (District Councillor), Mr A Caffyn, Mr K Dijksman, Mr & Mrs B Arnold

1.   Apologies received from Mr Fraser and Mrs 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.  None Registered.

3. Minutes of meeting on 20th March and extraordinary meetings held on 3rd April, 16th April and 1st May, and Annual Parish Meeting on 16th April, having been previously circulated were agreed to be a true record and signed by the Chairman

4. Matters arising:
    Parish Council Meeting on 20th March:
(i) Queen’s Diamond Jubilee: Mr Shaw reported that invitations to the Bring and Share BBQ had
  been delivered to each household.

Annual Parish Meeting on 16th April
(i) Additional dog bin: the PC did not reach agreement on the need for this.  This might be a question for the Parish Plan.

(ii) Cycle track to Blewbury:  Mr Norman  to write to Mr Sumner (OCC) to thank him for     SN
the improvements which have recently been made to the steps mid-way across Coffin Way.
  A watching brief to be kept on continuing improvement to Coffin Way.

(iii) Revisiting parish plan:  The Parish Council fully endorsed revisiting the Parish Plan as an Aim and Objective.
  
5. PCSO’s report – no report received

6. Villagers’ Forum
(i) Mr Dijksman (representing Mr & Mrs Arnold) spoke about concerns relating to apparent inconsistencies within the Vale’s Planning Department decision making process which in his opinion occurred with the Maslina planning application and  subsequent developments in that area.   Mr Dijksman informed the PC that it was intended to submit  a new planning application  to VOWH shortly this was likely to contain the option of affordable homes or some smaller dwellings on the plot.

7. County Councillor’s Report – no report received

8. District Councillor’s Report – Ms Shelley referred to a number of Press Releases which had been  issued by the Vale.   That which had most impact being the Interim Housing Supply Policy, see item 9(iv).

9. Planning:
(i) Planning Application P12/V0952 Revision A  – Littlecote High Street.  Erection of single & 2    storey extensions.  Erection of garage and carport with home office/gym over.
  The plans, having been previously circulated, were discussed.  The PC agreed to respond
  “No Strong Views”.  Clerk to advise the Vale.     Clerk

 

(ii) Planning Application P12/V1034 – Cornerways, Church Street.  Installation of pair of wrought    iron gates with a wall either side.  The plans, having been previously circulated, were discussed.      The PC agreed to respond “No Strong Views”.  Clerk to advise the Vale.  Clerk

(iv) Planning Application P12/ V0759 – Alden Farm.  Conversion of milking parlour to accommodation.  It was noted that permission had been granted.

(v)  Interim Housing Supply Policy:  The Vale issued a press release on 11th May 2012
stating that changes in planning law introduced by the Government’s National Planning Policy Framework (NPPF) mean that IHSP proposals shall not now be adopted as a formal policy of council  as the Core Policy for VOWH under NPPF will be in place prior to IHSP
IHSP sites submitted will be examined and pre-application advice given, any proposals shall proceed as per normal planning applications.

10. Reports from Councillors on areas of responsibility:
(i) Roads and Footpaths: it was noted that OCC has agreed to UPC continuing to cut footpaths.
(ii) Young Parishioners: 
Playground:  the Chairman reported that the release of WREN’s grant is in sight and is awaiting   their Board’s approval.  It is hoped to start work on 18th June.  Dr Lott said that Sure Tracks  will shape and resurface the cycle humps.  Dr Lott to liaise with the Working Group to   coordinate the work.         RL
(iii) Village Hall:  it was noted that the Caravan Rally had been postponed due to inclement weather.
(iv) Communications:  The Chairman proposed that the clerk forward planning information to the
Editor of Upton News for inclusion each month.
(v) Volunteer Group: the Chairman said that a robust strimmer would be a useful piece of equipment. Dr Lott proposed the purchase of a hedge trimmer.
  Mr Fraser to be asked to investigate and bring a proposal to the next meeting.  SF
(vi) N.A.G. – nothing to report
(vii) UKAEA Stakeholders Committee:  Dr Whitmell had circulated a note stating there had been  nothing of direct, significant interest to Upton at the March meeting.  The next meeting will be  held on 5th July.
(viii) Parish Transport Rep: nothing to report
  
11. Finance:
 
(i) Adoption of accounts.  The Clerk circulated copies of the accounts.  It was proposed that these be adopted by Dr Lott and 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, proposed by Dr Lott, seconded by
Mr  Shaw.
The clerk thanked Mr Norman for his help with preparing the accounts and Mr S. Powell for  carrying out the internal audit.

(iii) Invoices for payment since last meeting
a) Clerk’s salary:  Gross £321, less PAYE £80.25 = £240.75
b) Sundry purchases: APM refreshments, recreation ground lock & chain, stationery: £57.55
c)   Oxfordshire Playing Fields subscription: £35
d)  John Owen of Exeter – Jubilee mugs*: £346.20 (including VAT)
e)  OALC*
 
The above items were agreed for payment.    *chqs sent since last meeting
 
(iv) Receipts since last meeting:  HMRC repayment of VAT: March £4.07, April £22.18
A donation of £100 has been received from Chilton Waste towards the Jubilee mugs.

(vi) Bank interest March .34p, April 37p,
Receipts were noted.

 

12. Documentation 2012-2013

(i) Aims & Obectives:  The Chairman agreed to present this at the July meeting.
(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.

13. Correspondence:

(i) Air Ambulance recycling box:  the PC had concerns about the size of this container and was not unanimously in favour of this being installed.

(ii) Burial of ashes in recreation ground and memorial plaque: the PC agreed in principle to the strewing of the late Mrs Sidney Hardwick’s ashes around the trees on the right hand side of the car park.  It was agreed that the request for a memorial plaque on the ground could create difficulties with mowing.  The family to be asked to consider putting a plaque on one of the trees or to provide a bench to which a plaque could be affixed.

(ii) It was noted that acknowledgments had been received from Air Ambulance, Vale & South Carers,   Oxfordshire MS Therapy, Chilton Pre-School, Home Starters & Oxfordshire Assn     for the Blind, following our donations.
 
14. Meeting Dates: clerk to circulate a list of proposed meeting dates for 2012-2013.
The next meeting will be held on Tuesday 17th July at 8.00 p.m.
 
 

Clare Lightfoot, Clerk
Tel:  01235 850486
29th  May 2012

UPTON PARISH COUNCIL

Minutes of  An Extraordinary Meeting of Upton Parish Council in the Village Hall Small Meeting Room
on Tuesday 1st May 2012 at 7.00 pm

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

1.  Apologies received from Mr 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. None recorded

3. Planning

(i) Planning Application:

P12/V0682 – erection of an agricultural building for the storage of hay and straw at Ingham’s Farm, Reading Road, Upton

The plans, having been previously circulated, were discussed and comments received from Mr Dickens were considered.  The consensus of the members was that there were no strong views  on the application.  The Clerk to advise the Vale accordingly.    Clerk

4. Correspondence

(i) The Vale requested feedback on the consultation taking place regarding the proposed reduction in the number of district councillors.  Individuals are invited to respond via the Vale website.
(ii) Air Ambulance charity recycling bin:  a request has been made from Air Ambulance, via UVHAT, to site a recycling clothes bin close to the village hall.  It was agreed to put a note in Upton News
asking for comments.  Clerk
(iii) Letter from Stewart Lilly Associates requesting an opportunity to speak with the Parish Council on a planning matter.  It was agreed to invite Mr Lilly to speak to the Parish Council during the “Open Forum” session of the meeting on 22nd May 2012.

Meeting closed at 7.25 p.m.

Clare Lightfoot
Clerk/Upton Parish Council

1st May 2012

UPTON PARISH COUNCIL

Minutes of the Annual Parish Meeting of Upton

Held on Monday 16th April 2012 at 7.30 p.m. in the Village Hall

Present: Mr J Dickens (Chairman), Mr S Fraser, Mr S Norman, Mr B Shaw, Mrs L Shaw

Ms J Shelley (District Councillor)

Mr S Lilly (County Councillor)

Mrs J West (Upton Village Hall Amenities Trust)

Dr D Whitmell (UKAEA Stakeholders)

2 members of the public

1. Apologies for absence

No apologies for absence were received

2. Minutes of the annual parish meeting held on 11th April 2011 were read.

The minutes were agreed to be a true record and signed by the Chairman.

3. Annual Reports

(i) Parish Council Chairman

Mr Dickens opened the meeting by welcoming those present. In his report he thanked the Playground Working Party for their hard work in securing a grant from WREN and getting the project to the point of going out to tender. He said that we were grateful to Uptonogood who had made a significant financial contribution towards the project. He noted that an improvement had been made to Coffin Way and a traffic calming measure had been put in place in the Chilton Road. Mr Dickens referred to the difficulty in communication to the whole village and urged parishioners to keep an eye on the village notice board for information on extraordinary meetings which are arranged at short notice.

(ii) Parish Council Finance

Copies of Payments and Receipts for 2011/2012, and a status report prepared by Mr Norman and the Clerk were circulated. The accounts showed a reserve of ~£7000k.

Mr Betts asked whether it would be prudent to increase the precept in order to cover the cost of those tasks which were outside the Working Group’s remit. Mr Simpson said that as a rule of thumb reserves should equal 6-12 months expenditure. It was agreed that the precept should remain as at present.

(iii) District Council

Ms Shelley reported that the Vale’s Corporate Plan finishes this year. She referred to the Interim Housing Supply Policy (IHSP) which is a scheme to plug the gap in the shortage of housing in the Vale. The final policy is expected to be adopted at full council on 16th May 2012 at which point, any sites judged suitable will be invited to submit a planning application. She reported that the Vale had frozen council tax for the current year, 2 hour free parking had been introduced in the Vale’s car parks, frontline services had been protected.

A copy of Ms Shelley’s reported is filed with these minutes.

(iv) County Council

Mr Lilly reported that this had been a tough year with £119M being cut from OCC’s budget. He said that no libraries had been closed in the county, potholes were nearly up to speed, vulnerable children and the trafficking of children were priority. More schools were applying for academy status.

Transport: he reported that:

• Oxfordshire had the best countywide bus services with more commercial routes.
• OCC was working to enhance freight traffic on the rail, taking 16,000 tons off the A34 annually.
• Didcot Parkway’s improvements had now begun.
• Cabinet of the Council were meeting to discuss Local Transport Plan No 3 (LTP3).
• The “Harwell Relief Road” which would relieve congestion in the villages was back on the agenda.

In conclusion Mr Lilly reminded the meeting that the Big Society Fund is available for village projects. He would like to be kept informed of any applications which we make.

(iv) Parish Transport Representative

A report by Mrs West was circulated, copy of which is attached to these minutes.

In her report Mrs West said that the new contractor’s drivers had initially had problems with knowing the route and in some instances left before the due time. She urged passengers to report any such incidents to the company. The Chairman thanked Mrs West for her report.

(v) United Charities: Mrs Whitmell, in her report, again reiterated that if anyone wished to nominate a recipient for a grant she should be contacted. Clerk to contact Mrs Whitmell to ask if it would be appropriate to advertise this in Upton News. Clerk

(vi) Blewbury School: a report by Mrs Andrea Brown, together with a letter from OFSTED, was circulated. It was noted that the school had received a good OFSTED report.

(vii) UVHAT: In her report Mrs West thanked Mr Simpson for his excellent work as treasurer and for bringing the new UVHAT deed to completion. Mr Hetherington was also thanked for his plumbing services over many years. It was noted that Mrs Caffyn has now been appointed as Treasurer and Mr Fraser has offered to help with small plumbing jobs. Mrs West was thanked for her report and for her tireless work for the village hall.

(vii) Neighbourhood Watch: Mrs Davies reported that during the year theft of oil, theft of dogs and a burglary had been reported. She said after 12 years as Neighbourhood Watch representative she was handing the baton to John Lightfoot. Mrs Davies was thanked for her commitment to NW in the past.

Ms Shelley stated the importance of reporting any incident of crime to the police.

(viii) St. Mary’s Church: a report was circulated, no questions were raised.

(ix) UKAEA Stakeholders: Dr Whitmell said that the impending storage of waste at Harwell will not affect Upton. He will keep an eye on what is happening and keep us informed.

Dr Whitmell was thanked by the Chairman for his work on this forum.

4. Open Forum

(i) Additional Dog Bin: it was suggested that an additional dog bin be installed on the footpath which runs along the side of the cemetery. (Clerk’s note: the annual cost of emptying a bin is ~£58). No decision was made.

(ii) Harwell Enterprise Academy: a letter had been received in this connection. Further information can be found on the Upton Village web site.

(ii) Revisiting the Parish Plan: it was agreed that this be considered by the Parish Council.

(iii) Cycle Track to Blewbury: it was suggested that an eye be kept on further improvements.

5. The Chairman’s Closing Remark

The Chairman thanked those present for their attendance.

The meeting closed at 9.20 p.m.

6. Date of next meeting – Monday 1st April 2013

Clare Lightfoot

Clerk Upton Parish Council
30th April 2012

UPTON PARISH COUNCIL

Minutes of Extraordinary Meeting of Upton Parish Council
in the Village Hall,
on Tuesday 3rd April 2012 at 7.00 pm

Present:  Mr J Dickens (Chairman), Mr S Fraser, Mr S Norman, Mrs L Shaw, Mr B Shaw
Mrs C Lightfoot (clerk), and 20 parishioners

1.     Apologies received from Dr Lott.

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. Mrs L Shaw and Mr B Shaw declared an interest at item 3(ii).

3. Planning matters:

(i) Planning Application:
P12/V0645/ZZZ – Hedgewell, High Street. Extensions and alterations to create a 2 storey    dwelling with rendered walls.  Applicant Mr V Woolgar

The Chairman opened the meeting, suspended regulations, and invited comments from parishioners.
The meeting reconvened and taking account of parishioners comments the Parish Council unanimously agreed that this application be refused on the following grounds:

· The development is over dominant and not in harmony with adjacent dwellings;
· The design density, scale and appearance is inappropriate for the plot size and location;
· The proposed development will have a negative impact on neighbouring properties creating loss of privacy, overshadowing and loss of light;
· Highway safety issues – parking is already difficult in this narrow part of High Street and will be further exacerbated. The application will generate more traffic and parking problems given the intended size, number of bedrooms and minimal parking afforded for the proposed development.

Clerk to advise the Vale Planning Department that the Parish Council refuses this application.   Clerk

(ii) Interim Housing Supply Policy (IHSP): comment on screening submitted by Mr de Wilde, Beeching Close

Mrs Shaw and Mr Shaw withdrew from this part of the meeting which took the form of an open forum.

Mr Fraser explained to the meeting that in order to address the shortfall in the housing supply the Vale is interested in proposals for parcels of land to supplement those which already have planning permission.  Under IHSP relaxation of selected local plan policies occurs.  Landowners were invited to submit potential housing sites for consideration. The policy requires that sites are to be:

· Suitable
· Sustainable
· Growth proposed is proportionate for the location
· Deliverable (ie would have to be built within 12 months of  development being agreed under IHSP)

 

Mr Dickens stated for clarification that this is screening for potential developments at this stage and any permitted development would still have to go through the normal planning application stages. The proportional growth requirement for the village is projected to be 12 new residences by 2016 and this screening application is for 4. At this point we are simply invited to comment on the proposal.

A discussion then ensued and questions were raised.

The question of access was raised.  Mr de Wilde said that access to the site had not been fully explored,  however it would be via a private road over which current residents have rights of access.  Mr de Wilde explained that the development would be on the old railway embankment which incorporated part of the old railway goodsyard which is brownfield,   In order to clean the site a metre would have to be taken off the top of the land.  Mr de Wilde said that in his view this development would have the least impact on the village if the village’s housing stock has to be increased.

Parishioners commented:

This is an extension of the village line.
The land is amenity land and not brownfield and a refusal for change of use to an orchard had occurred in 1989.
The visibility of the development would not be beneficial to the character of the village.
There would be significant disruption from traffic if materials need removal from the site.
The access is a private road with access rights for the current dwellings of 5 in number. To increase the development to 9 houses with the same access is not viable and the access is very narrow.

The chair requested if there were any positive comments to be presented in favour of the proposal and reminded the parishioners that consideration should be given to the potential requirement of 12 dwellings to be located within the village.

No positive comments were forthcoming.

The Chair advised that the PC would forward these comments to the VOWH.  He thanked the parishioners for their attendance and closed the meeting.

Clare Lightfoot
Clerk/Upton Parish Council

4th April 2012

UPTON PARISH COUNCIL

Minutes of a Meeting of Upton Parish Council in the Village Hall on Tuesday 20th March 2012 at 8.00 pm

Present:  Mr J Dickens (Chairman), Mr S Fraser, Mr S Norman, Mr B Shaw, Mrs L Shaw, Mrs C Lightfoot (clerk)
Part time: Councillor S Lilly, Councillor Ms J Shelley, PCSO D Clements

1.   Apologies received from Dr R Lott

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. Mr S Fraser declared an interest at item 11.3(i)

3. Minutes of meetings held on 17th January and extraordinary meetings held on 7th February, 23rd February and 13th March having been previously circulated, were agreed to be a true record and signed by the Chairman.

4. Matters arising:
a)   Parish Council Meeting on 17th January
i) Caravan Rally – Action completed
b) Extraordinary meetings held on 7th, 23rd February & 13th March 2012 taken under Agenda Item 8.

5. PCSO’s report
PCSO Clements reported that rural crime had increased.  A PCSO has been assigned to liaise with farmers and mapping had been carried out showing owners of land.  She cited a number of local incidents including poaching, theft from oil tanks and burglaries.

6. County Councillor’s Report
Councillor Lilly said that each county councillor has an area stewardship fund to be allocated to parishes for highway improvements. He also referred to the Big Society Fund which seeks applications for community benefit.  Mr Lilly would like to be kept informed if any such applications are made so that he can endorse these.  Clerk to advise UVHAT of this scheme.         Clerk
He advised that there is a new chain of command evolving with OCC now being responsible for Oxfordshire’s Local Health Watch which is to be the new independent voice and consumer champion for patients, service users, public health and adult social care.

7. District Councillor’s Report
Councillor Shelley reported that she has a small fund allocated which she will divide between the parishes for which she is responsible.  She explained the way forward for implementation of the Interim Housing Supply Policy (see item 8(ix).

8. Planning
i) 11/02791/FUL Torpids:  proposed erection of 2 bay car port, proposed widening of  existing access.  The Vale’s decision is awaited.
ii) 11/02900/FUL Littlecote:  the proposed erection of single and two storey extensions, erection of garage and car port with home office/gym over, has been permitted.
iii) 11/02491/COU Wattle Cottage Farm: change of use from agricultural to recreational land for equine purposes.  Commercial livery yard and ancillary buildings.  The Vale’s decision is awaited.
iv) 11/02936/FUL Upton Lodge: extension and refurbishment of existing garage. Permission has been granted.
v) 12/00180/OUT Maslina: Reading Road.  Outline application for demolition of existing dwelling and erection of 3 dwellings. The Vale’s decision is awaited.
vi) 12/00271/FUL 2 Chuch Street Cottages: proposed oak framed single storey orangery.  The Vale’s decision is awaited
vii) 11/02454/FUL Stream Cottage: proposed inclusion of scrub land as part of the dwellings amenity.  Vale’s decision is awaited.
viii) 12/00331/FUL Shearbarn Cottage: – proposed alterations and extensions. Demolition of existing garage and construction of new garage building with home office.Vale’s decision is awaited.
ix) Update on Interim Housing Supply Policy (IHSP):   District Councillor Shelley reported that the Vale had received 174 responses, of which one related to Upton.  She said that because of the great response the Green Belt and Area of Outstanding Natural Beauty (AONB) will be excluded from the process.  Screenings will be evaluated on sustainability, affordability and accessibility.
The Vale is requesting comment from the Parish Council by 20th April.
It was agreed to hold an open meeting on Tuesday 3rd April at 7.00 p.m. to discuss the Upton screening.   Mr de Wilde to be invited to attend.  Clerk

9.  Villagers’ Forum – in the absence of parishioners, no forum was held.

10. Reports from Councillors on areas of responsibility
i) Roads and Footpaths:
It was noted that the broken gate on A417 on approach from Blewbury has been repaired.
Footpath Maintenance:  Mr Norman will contact OCC to renegotiate the PC’s contract for  maintaining footpaths.        SN
ii) Amenities including Recreation Ground
§ QEII Field status: following debate it was agreed to retain the present status of the recreation ground, ie Parish Council retains ownership.
§ Dr Lott had circulated information on wooden humps to improve and tidy  the cycle area.  He suggested that funds could be made available from Uptonogood.  This met with the approval of the Council.
§ The gate lock and chain has once again disappeared.  It was suggested that a combination lock be purchased.     Clerk
iii) Young Parishioners including Play Area:
The Chairman noted that the Playground Working Group is still negotiating with a potential  supplier.  A meeting will be held when all the information is to hand.
iv) Village Hall:  the Chairman reported that Mr Brown had project managed the repair of drains with ABS.  Clerk to write to Mr Brown to thank him for his help.   Clerk
v) Communications:  Mr Shaw said that there had been some issues with putting information on to the web.  It was noted that we no longer have jurisdiction over what appears in Upton News.
vi)  Volunteer Group: parishioners are invited to join the Litter Pick on Saturday 24th March commencing at 9.15 a.m.
vii) N.A.G:  Mr John Lightfoot has volunteered to act as NAG representative.  Clerk to write to Mrs Davies, the retiring NAG representative, thanking her for her work over the past 12 years.          Clerk
viii) UKAEA Stakeholders Committee – a comprehensive status report had been prepared by
Dr Whitmell and circulated to councillors in advance of the meeting.
ix) Parish Transport Rep: the next meeting of this forum will be held on 13th April 2012.

11. Finance
i) Invoices for payment since last meeting

i) Clerk’s salary:  Gross £321, less PAYE £80.25 = £240.75
ii) HMRC – quarterly payment of PAYE – £160.50
iii) OALC annual subscription – £110.89 (+VAT)
Payment of the above invoices was agreed.

ii) Receipts since last meeting:
i) Bank interest Jan 39p, Feb  37p
ii) HMRC repayment of VAT: Jan £54.23
Receipts, as stated above, were noted.

iii)
i) Charitable donations
Following discussion the following charitable donations were approved:
£100 – St Mary’s Church (in respect of upkeep of cemetery)
£50   – Air Ambulance
£50 – Vale & South Carers
£50 – Oxfordshire MS Therapy
£50 – Springline Methodist Church
£25 – Chilton Pre-School
£25 – Home Starters
£25 – Oxfordshire Association for the Blind
£25 – Mr Churchman (gratuity for locking recreation ground gates).  This payment is  justified under para 8 of the Local Government Act 1972.

The Chairman will speak to Mrs Sayers to offer financial support for the printing of Upton News.
It was agreed in principle to make a donation towards the Queen’s Diamond Jubilee celebrations.

12. Queen’s Diamond Jubilee Celebrations: Mr Shaw reported that at a meeting of volunteers, held on 10th March, the following ideas were muted:  a flower festival will be organised by Mrs West  over the weekend, with teas in church on the afternoon of Saturday 2nd June.  A bring and share  BBQ to be organised on Sunday 3rd June in the Recreation Ground, with fun dog competitions, children’s races and a family game of rounders.  A big screen will be available in the hall for people  wishing to watch the flotilla on the Thames in London.
This information has been circulated with Upton News by email or hard copy.

13. Correspondence:
(i) Harwell Enterprise Academy – Clerk to forward this information to Upton News with a link   to the web site.         Clerk
(ii) Localism Act and Councillors Code of Conduct: further information from the Vale is awaited.

14.  Date for next meeting
Annual Parish Meeting – Monday 16th April 7.15 for 7.30.
Parish Council – Tuesday 22 May at 8.00 p.m.

Clare Lightfoot, Clerk
Tel:  01235 850486
20th March 2012