UPTON PARISH COUNCIL

Minutes of Extraordinary Meeting of Upton Parish Council
in the Village Hall Small Meeting Room
on Tuesday 13th March 2012 at 8.00 pm

Present:  Mr J Dickens (Chairman), Mr S Fraser, Mr B Shaw, Mrs L Shaw,
Mrs C Lightfoot (clerk),
1 parishioner

1.     Apologies – Dr R Lott and Mr S Norman

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.  Discuss with Playground Working Party appointment of contractor
This discussion was postponed due to the design information not being available.

4.  Planning Application:

  12/00331/FUL: proposed alterations and extensions.  Demolition of existing garage and     construction of new garage building with home office.   Shearbarn Cottage, Pound Lane.

  The plans having previously been circulated were discussed.  The Parish Council had no objections   to the proposal but in the response to the Vale would suggest that consideration be given to the    materials used in relation to the environs.     Clerk

 

 

Clare Lightfoot
Clerk/Upton Parish Council

16th March 2012

UPTON PARISH COUNCIL

Minutes of Extraordinary Meeting of Upton Parish Council
held in the Village Hall Small Meeting Room
on Thursday 23rd February 2012 at 8.00 pm

Present:
Mr J Dickens (Chairman), Mr S Fraser, Mr S Norman, Mr B Shaw, Mrs S Shaw,
Mrs C Lightfoot (Clerk)

1.   Apologies received from Dr Bob 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 on Item 4(i).

3. Playground: update by working group.  PC’s approval required on selection of supplier and equipment.  Discuss contract stage.  Due to a misunderstanding over the date of the meeting, no  Playground Working Group members were in attendance.  The discussion was therefore deferred to a date
to be arranged.

4. Planning Applications:

(i) 11/02454/FUL: Inclusion of scrub land as part of the dwellings amenity that has been such for a period of two and a half years.  Stream Cottage, Stream Road.  Applicant Mr S Fraser.  The plans, having been circulated in advance of the meeting, were discussed.  There were no objections to this proposal.  The clerk to advise the Vale accordingly.    Clerk
Mr Fraser, having declared an interest, took no part in the discussion.

(ii) 12/00271/FUL: proposed oak framed single storey orangery.  2 Church Street Cottages, Church  Street.  Applicant Mr P Batho.  The plans, having been circulated in advance of the meeting, were  discussed.  There were no objections to this proposal.  The clerk to advise the Vale accordingly.
           Clerk
(iii) Proposal to fell one sycamore tree at Torpids, High Street.   The Parish Council had no  observations to make on this proposal.

 

 

Clare Lightfoot
Clerk/Upton Parish Council

27th February 2012

UPTON PARISH COUNCIL

Minutes of Extraordinary Meeting of Upton Parish Council
in the Village Hall
on Tuesday 7th February 2012 at 8.00 pm

Present:  Mr J Dickens (Chairman) Mr S Fraser, Mrs S Norman, Mr B Shaw, Mrs L Shaw,
Mrs C Lightfoot (clerk)
5 parishioners – part time
 
1.  Apologies – Dr Bob 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.  None recorded

3. Planning Applications:

11/02491/COU:  Proposed change of use from agricultural to recreational land for equine purposes.  Commercial livery yard incorporating the erection of 10 boxes and ancillary buildings.  Wattle Cottage Farm, Reading Road.   Applicant Mr Thornhill.
The Chairman set aside standing orders to enable parishioners to give their views on this proposal.  The meeting was then reconvened.
(The Chairman referred to an earlier application which had been refused as the proposal was out of keeping in an Area of Outstanding Natural Beauty (AONB).  It was noted that this previous application had gone to appeal and the decision upheld.)
 
Plans had been circulated to councillors in advance of the meeting and a discussion ensued.
In conclusion the Parish Council voted unanimously to object to this application on the following grounds:

· Adverse impact on the environment (light, noise, tranquillity and odour)
· The land available is insufficient  to support the number of horses proposed
· Potential for hazardous incidents on A417, due to increased  traffic
· New development on a greenfield site in AONB
· Unacceptable impact in an area of AONB. The development shall not enhance the landscape
· Concern regarding potential pollution of drainage with animal waste given the proximity of the stream.
The clerk to advise the Vale of the White Horse District Council (VWHDC) accordingly.  CL

12/00180/OUT: Outline application for demolition of existing dwelling and erection of 3 dwellings at Maslina, Reading Road.  Applicants Mr & Mrs Arnold

The Chairman set aside standing orders for parishioners to make their comment on this proposal.
The meeting was then reconvened.
The plans having been previously circulated to councillors were discussed.  In conclusion the Parish Council agreed it did not object to this application but request the following issues be given consideration:

· the height and design be beneficial and befitting in an area of AONB
· concern that the properties be sited in order to minimise the impact in an AONB
· Highways be asked to consider the viability of only one access for 3 properties given the volume of traffic in and out of the development onto the busy A417.

Clerk to advise the VWHDC accordingly.       CL

11/02936: Extension and refurbishment of existing garage at Upton Lodge, Reading Road.
The plans having been previously circulated were discussed.  The Parish Council unanimously agreed that there were no objections to this proposal.   The clerk to advise the VWHDC accordingly.       CL
 

 

Clare Lightfoot
Clerk/Upton Parish Council

7th February 2012

circulation: PC councillors

UPTON PARISH COUNCIL

Minutes of meeting of Upton Parish Council in the Village Hall on
Tuesday 17th January 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: Mrs J Shelley (District Councillor)
Mr W Betts, Mrs R Caffyn, Mr D Mason (Playground Working Party)

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. None recorded

New Playground Presentation  
The Chairman invited representatives of the Playground Working Party to update the meeting on progress to date.  Mr Betts said that the Invitation to Tender (ITT) document had been sent out to 6 companies all of whom had responded.  The Working Party is in the process of examining these tenders to establish whether our requirements had been met, looking particularly at design, hygiene factors, aesthetics, and the company’s experience.  The Working Party will investigate the possibility of “no mow” grass around the play equipment in order to facilitate keeping the area tidy and adequate space allowance was requested between play equipment for the lawn tractor access. Mr Dickens suggested that in the future a barrier around the play area may be required to deter dogs.
The Working Party was thanked for their excellent work in moving the New Playground project forward.

3. Minutes of meetings held on 16th November and extraordinary meetings held on 19th December and
4th January 2012, having been circulated in advance of the meeting, were agreed to be a true record and signed by the Chairman.

4. Matters arising:
a)   Parish Council Meeting on 16th November:
i) Caravan Rally – terms and conditions:  Mrs Shaw will draw up brief terms and    conditions in advance of the UVHAT meeting on 21st February.   LS
ii) Stench at top of Stream Road/Reading Road: residents report that this had now abated.
iii) Salt spreader: this has now been purchased and is ready for use
iv) Cleaning bus shelter: the Chairman will keep an eye on the state of the bus shelter  JD
v) Appointment of Internal Auditor:  Mr Powell has agreed to undertake this task.  Mrs Shaw proposed that Mr Powell be appointed auditor, this was seconded by Mr Dickens, with all in favour.  The clerk will contact Mr Powell and suggest that he speaks to Mr Simpson in order to understand what is required.  Clerk to write to thank Mr Simpson for his diligence in undertaking the Internal Auditor’s role over a number of years.          Clerk
b) Matters arising from extraordinary meetings held on 19th December & 4th January 2012 were taken under Agenda Item 8
  
5. PCSO’s report: in the absence of the PCSO no report was received.

6. County Councillor’s Report: in Mr Lilley’s absence no report was received

7. District Councillor’s Report
Mrs Shelley reported that she had received a positive response that the two parishes of West Hagbourne and Upton would not be merged as an outcome of the IHSP exercise.
Waste storage at Harwell: she mentioned that the East Hendred Parish Council were concerned following the report that additional waste is planned to be stored at Harwell.   After discussion it was agreed to ask our UKAEA Stakeholder Representative (Dr Whitmell) to advise on this.  See Item 10(viii).
She also reported that an Electoral review briefing had been carried out and VOWH would have to reduce the total number of councillors from 51 to 34, this would not affect Upton. A VOWH town and parish core strategy workshop was held which determined housing developments were required for up to 400 to 500 houses for the strategy to 2028/29.

8. Planning
  i) 11/01527/FUL – erection of a detached 2/3 bedroom chalet dwelling at land adjacent to    Jasmine, Chilton Road.  It was noted that permission has been granted with     conditions.
  ii) 11/02001/FUL – erection of single storey garage, Tadpoles, Stream Road.
This application has been permitted.
iii) 11/02429/FUL – erection of single storey extension, Torpids, High Street.  Permission  has been granted.
  iv) 11/02791/FUL – Torpids proposed erection of 2 bay car port.  Proposed widening of    existing access – PC had no objections.  The Vale’s decision is awaited*
  v) 11/02900/FUL, Littlecote  proposed erection of single and two storey extensions.     Erection of garage and car port with home office/gym over.  The PC had no objections.     The Vale’s decision is awaited

9.          Villagers’ Forum – in the absence of villagers no forum took place.

10. Reports from Councillors on areas of responsibility
i) Roads and Footpaths: Mr Norman reported that OCC have ordered a replacement gate for that which is damaged at the east end of the village on A417.
ii) Amenities including Recreation Ground:
· QEII Field status:  Mr Dickens said that there were arguments both in favour and against applying for QEII status.  It was agreed that the clerk would contact Mr Simpson (our retiring auditor) to seek his advice on the matter.     Clerk
      A note to be put in Upton News seeking parishioners views on the matter.   BS
· Dog Bins:  The chairman reported that a villager had enquired whether an additional dog bin could be provided at the end of the footpath beside the church.  Councillors were not convinced that the ongoing cost of emptying a third bin could be justified.  This topic will be raised at the Annual Parish Meeting.       Clerk
iii) Young Parishioners including Play Area: 
· Mr Shaw reported that a young parishioner had suggested we might hold a film night, appealing to all ages, in the village hall on a regular basis. 
      Mr Shaw will follow this up. It was noted that whilst the PC is keen to encourage and assists village recreational activities where appropriate this not PC business.
iv) Village Hall: nothing to report
v) Communications: the January/February Upton News is awaited.
vi)  Volunteer Group:
  Litter Pick:  Mr Brown had volunteered to organise the annual litter pick.  Clerk to contact
  Mr Brown asking if he would arrange this for either 17th or 24th March**   Clerk
  The Vale to be asked to provide signs warning of litter pickers in road.
vii) N.A.G.
Mrs Davies had emailed the clerk saying that she would like to stand down from NAG duties.  The Clerk to write thanking Mrs Davies for her past service.  A new representative to be sought.***           Clerk

 

      
viii) UKAEA Stakeholders Committee:
· Dr Whitmell to be asked to advise on the matter of additional waste to be stored at Harwell, as reported in the local press.       Clerk
ix) Parish Transport Rep:
Mrs West advised that the service was getting better after the initial start but they do not always  run on time.   The new bus operator uses a number of different drivers who have to get used to  the route.  
  
11. Finance
i) Invoices for payment since last meeting
  i) Derwent Weighing (salt spreader) £318.56*
  ii) half yearly repayment on loan £412.91, paid by direct debit
iii) Clerk’s salary:  Gross £321, less PAYE £80.25 = £240.75
iv) Kalehurst Garden Machinery (mower servicing) £325.37
*this invoice had already been paid
  The meeting approved payment of these invoices.

ii) Receipts since last meeting:
i) Bank interest Nov 42p, Dec 40p
ii) HMRC repayment of VAT: Nov £24.15, Dec £46.46
  Receipts were noted by the meeting.

iii) Accounts to 31st December:
Mr Norman distributed a summary of expenditure and receipts as at 31st December, showing a    bank balance of £8855.97, which aligns with our forecasts.
    
12. Queen’s Diamond Jubilee Celebrations
The Clerk said that no response had been received following the note in Upton News.
Mr Shaw agreed to write a piece encouraging anyone with ideas on how we might celebrate the  Queen’s Diamond Jubilee to come forward with a view to setting up a working party. BS
Mrs Shelley said that the Vale were considering funding mugs for the Diamond Jubilee.

13. Correspondence
High Sheriff Awards:   this issue had been dealt with by email.  Clerk to advise the High Sheriff’s  office accordingly.

14.  Date for next meeting: it was noted that the next meeting will be held on Tuesday 20th March 2012

Clare Lightfoot, Clerk
Tel:  01235 850486
24th January 2012

Clerk’s notes:
*    Planning application 11/02791/FUL: since this meeting, the Vale has advised that this application is                                                                    permitted.
**  Litter Pick – clerk has advised Mr Brown that 24th March is the preferred date.
***Mr Lightfoot has volunteered to act as NAG representative

 

UPTON PARISH COUNCIL

Minutes of Extraordinary Meeting of Upton Parish Council in the
Village Hall Meeting Room 
on Wednesday 4th January 2012

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

1.  Apologies: there were no apologies

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 Application:

11/02900/FUL – proposed erection of single and two storey extensions.  Erection of garage and car port with home office/gym over at Littlecote, High Street.  Applicants Mr & Mrs Caffyn.
The plans, having been previously circulated, were discussed.  The Council had no objections to the proposals.   The clerk to advise the Vale accordingly.      Clerk
The applicant advised the Council that there is currently a TPO on the hedges and trees surrounding the property.

Meeting closed at 8.15 p.m.

 

 

 

Clare Lightfoot
Clerk/Upton Parish Council

5th January 2012

 

UPTON PARISH COUNCIL

Minutes of Extraordinary Meeting of Upton Parish Council in the
Village Hall Meeting Room 
on Monday 19th December 2011

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

1.  Apologies received from Mr B Shaw & Mrs L 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 recorded

3. Planning Application:

11/02791/FUL – proposed erection of a two bay car port.  Proposed widening of existing access at Torpids, High Street.   Applicants Mr & Mrs W Betts.   The plans, having been previously circulated to councillors, were discussed.  The council had no objections. 
The clerk to advise the Vale accordingly.       Clerk

 

 

 

 

Clare Lightfoot
Clerk/Upton Parish Council

26th December 2011

Present:   Mr J Dickens (Chairman), Mr S Fraser, Mr S Norman, Mrs L Shaw, Mrs C Lightfoot (clerk) Part Time – PCSO M Clayden, Councillor J Shelley

1.   Apologies received from Dr B Lott, Mr B Shaw, Councillor S Lilley

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 meetings held on 20th September, and extraordinary meeting held on 25th October 2011 having been previously circulated were agreed to be a true record and signed by the Chairman.

4. Matters arising:
a)   Parish Council Meeting on 20th September:
   i) High Voltage Cable – reinstatement of recreation ground  now complete.
   ii) Roundels in Chilton Road – Highways have completed the roundels.
iii) Aims & Objectives for 2011/2012, having been previously agreed, are now posted on the website 
iv) Caravan Rally – terms and conditions – Mrs Shaw is progressing this.  LS
v) Concerns over stench at top of Stream Road/Reading Road.  Thames Water have begun  putting chemicals into the sewer and the smell has abated.  The Parish Council agreed to keep a watching brief on this situation and if necessary send a strongly worded letter to Thames Water.
vi) Winter Emergencies: salt spreader – Mr Fraser showed the meeting information on 3 spreaders.  The consensus of the meeting was that the mid-range machine (~£330) would suit our purposes.  Mr Fraser will source a machine.    SF
Transport during bad weather:  Mr Fraser proposed that a list of people with 4x4s who  would be willing to provide transport during inclement weather be drawn up.
A note to go in the December Upton News.     BS
(vii) Cleaning bus shelter – Mr Dickens reported that he is happy to keep the bus shelter tidy.   He said that it was not an onerous task but if it becomes burdensome he will get a rota of  volunteers to undertake this on a regular basis.

b) Extraordinary meeting held on 25th October:
i) Planning issues taken under item (8)
ii) Playground – ITT.  After discussion it was agreed that Mr Dickens will contact the  Working Group to request that an optional cost be requested in the ITT for fencing.            JD
  
5. PCSO’s report:  PCSO Clayden said that the new non-emergency telephone number for Thames Valley Police (TVP) is now 101.  He mentioned that TVP are stepping up their activity to catch hare coursers.   Residents should be aware of “Nottingham Knockers”, a group of young persons knocking on doors selling household goods. He said that unless they are carrying a pedlars’ licence signed by the TVP Chief Constable they are not permitted to pedal their wares.  A recent speed check on the A417 had been carrrid out resulting in 140 vehicles going through the check with 5 found to be speeding.  This group will each receive an advisory letter.   PCSO Clayden left a number of “we do not buy or sell at this door” notices for distribution following concerns about unsolicited callers.

6. County Councillor’s Report: there was no report in Mr Lilley’s absence.  Mr Lilley will be sending a report to Sarah Sayers for inclusion in Upton News.

2011-2012

7. District Councillor’s Report
Mrs Shelley spoke about the Vale’s Interim Housing Supply Policy (IHSP) which is an endeavour to increase the housing stock, including affordable houses, to 1,000 by 2014.   It is proposed to relax some planning policies with encroachment on green belt land.    The IHSP is currently out for consultation.

8. Planning
  i) 11/01527/FUL – erection of a detached 2/3 bedroom chalet dwelling at land adjacent to     Jasmine, Chilton Road.  The Vale’s Development Control Committee meeting      approved this application on 9th November 2011 subject to 13 conditions.
  ii) 11/01787/FUL – demolition of existing conservatory, erection of single storey rear     extension at Flett Cottage, High Street.  This application has been permitted.
iii) 11/01514/FUL – remodelling Porch & Hall, Strathfield House.  This application has been  permitted.
iv) 11/02001/FUL – erection of single storey garage, Tadpoles, Stream Road.
The Vale’s decision is still awaited
v) 11/02429/FUL – erection of single storey extension, Torpids, High Street.  The Vale’s  decision is awaited.
  iv) Concerns over issues relating to Fieldside & Hitherto:  The Chairman raised issues with     Councillor Shelley who advised that the Vale’s enforcement officers try to work with     applicants to resolve issues.  Mrs Shelley agreed to raise the matter of objectors details     being available on the Vale’s portal, which has on occasions caused embarrassment. JS            
9.          Villagers’ Forum – in the absence of any villagers, there was no discussion.

10. Reports from Councillors on areas of responsibility
i) Roads and Footpaths – broken gate on A417 on approach to village from Blewbury has been reported to Highways by Mr Norman (Ref no 455912)
The clerk was asked to write to Highways to complain that neither Chilton Road residents nor the  Parish Council were informed of the Chilton Road closure.    Clerk
ii) Amenities including Recreation Ground
§ QEII Field status.   The application, having been circulated to members for agreement,
       will now be submitted by the Chairman.      JD 
iii) Young Parishioners including Play Area:  Mr Fraser and  Mr Dickens will undertake repairs as highlighted in the ROSPA report.       JD/SF
Playground checks:  the clerk will circulate check sheets to those who have agreed to check the  playground.   It was suggested that the check be made on a monthly basis.  Clerk
iv) Village Hall: the next UVHAT meeting is to be held on 29th November
v) Communications: Mr Shaw has been made aware that although he is posting documents to the web   site they are not automatically uploaded.  Contact to be made with Mr Rippon to ensure that the    process is working correctly.          BS
vi)  Volunteer Group: it was agreed that leaf clearing, snow clearing and tidying humps be the subject   of attention in due course.
vii) N.A.G. – no report
viii) UKAEA Stakeholders Committee: a letter had been received from Research Sites Restoration  Limited are making preparations to plan for decommissioning the Harwell Liquid Effluent  Treatment Plant.
ix) Parish Transport Rep:  the new timetable comes into effect in December.
 
11. Finance
i) Invoices for payment since last meeting
a. Clerk’s salary gross £321 (less PAYE £80.25) = £240.75
b. HMRC – clerk’s tax deducted at source £160.50* – (2nd quarter)
c. Vale of White Horse DC – £23.33 (dog bin emptying)
d. Playsafety (playground inspection) £86.40*
e. BDO audit fee £192*
* these invoices have been paid prior to the meeting
Members agreed that all invoices should be paid.

2011-2012

ii) Receipts since last meeting:
  Bank interest for September and October, totalling £1.14p was noted
 
iv) Adopt audited accounts:  Mr Norman proposed that the accounts be adopted, this was seconded by Mr Dickens, with all in favour, subject to a minor amendment being made to the Governance Statement, paragraph 9.
 
v) The Precept for 2012-2013 was discussed.   Mr Norman proposed that the precept be kept at  £7,250, this was seconded by Mr Dickens, with all in favour.  The clerk to confirm with the Vale.

v) Internal Auditor.  The Chairman told the meeting that Mr Simpson who had acted as internal auditor for a number of years, had indicated that he wished to stand down from this position.
SODC are proposing to offer internal audit services but it was agreed that we should, in the first  instance, enquire within the village if there is anybody willing to undertake this role. LS
    
12. Correspondence
i) Interim Housing Supply policy
ii) Vale Corporate Plan consultation
vi) Town & Parish Forum – 23 November
vii) CPRE October briefing
viii) Vale News October briefing
All correspondence has been circulated by email or hard copy.
 
13.  Date for next meeting.  The next meeting is scheduled for Tuesday 17th January 2012

PRESENT:  Mr J Dickens (Chairman), Mr S Fraser, Mr S Norman, Mrs L Shaw, Mr B. Shaw, Mrs C Lightfoot (Clerk)

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.  None recorded

3. Planning Applications:

11/02001/FUL – proposed erection of a single storey oak framed garage to replace existing garage.   Location: Tadpoles, Stream Road.
11/02429/FUL – proposed erection of a single storey extension to the front and side of Torpids, High Street.   Applicants Mr & Mrs W Betts.
The plans for both applications, having been previously circulated, were considered by the Council.  There were no objections in either case.  The clerk to advise the Vale accordingly.   Clerk

4. Playground – Invitation to Tender
In advance of the meeting, Mr Betts had circulated a draft copy of the Invitation to Tender document for comment.
A number of points were raised:

• consideration be given to fencing off the area, particularly in view of the large number of dogs which are trained and exercised on the recreation ground;
• the priority given to each piece of play equipment be checked;
• clerk to check what impact the new playground will have on the cost of insurance.

Mr Betts said that it was proposed to give contractors as much scope as possible.  The onus will be placed on the contractor to ensure that his bid is compliant.

It was agreed that representatives of the Parish Councillor and the Playground Working Group meet on the Recreation Ground on Saturday 29th October at 10.00 a.m. to define the area to be set aside for the Playground.

The Chairman thanked Mr Betts and the working group for their hardwork which had brought the project this far.
It was agreed to keep the village informed on progress of the project via Upton News.  BS

5. Update from UVHAT on caravan meeting – Mrs Shaw reported that UVHAT had agreed a date change with the Caravan Club and the 2012 event is due to take place on the first May Bank Holiday.  Mrs Shaw will advise UVHAT of the possibility of work on the playground being undertaken around that time.
Mrs Shaw said that although her brief had been to draw up terms & conditions for the Caravan Club’s (CC) use of the Recreation Ground, UVHAT have stated that they do not want any T&Cs to be too onerous as the CC already work to their own rigorous set of rules.  It was noted that £10 per pitch per night was the maximum amount which the CC are prepared to pay.

6. Working Group Activities:

• Snow clearing  – Mr Fraser said that he had attended a useful meeting on dealing with emergencies.   It had been stated that if we clear snow from pathways we are not liable should any incident subsequently occur.  He said that he had seen a useful manual spreader for putting down salt at a cost of ~£200.  Since a tonne of salt is being provided by Highways it was agreed that a spreader would be a vital piece of equipment and should be investigated.   Clerk
• Cleaning bus shelter:  Mrs Shaw reported that Mrs West had asked if the Working Group could help with keeping the bus shelter clean particularly during the autumn when it becomes littered with leaves as well as rubbish.   Mr Dickens volunteered to have an initial clean up and will advise on whether a rota of people is required to continue with this.    JD

7. Correspondence:
Annual ROSPA report on Playground had been received.  There are some minor repairs required to the Play area;
Tree surgery on TPOd Beech Tree at Torpids:  the Vale has notified that work is to be carried out on the Beech Tree at Torpids;
Interim Housing Supply Policy Workshop: councillors are invited to attend a workshop being held on 17th November at 6.00 p.m. in Wantage Civic Hall.   Councillors to advise clerk if they wish to attend.   ALL

Clare Lightfoot
Clerk/Upton Parish Council

31st October 2011

Attendees: Dr R Lott (Chairman), Mr S Fraser, Mr S Norman, Mrs L Shaw, Mrs C Lightfoot (clerk)
Part time: Mr W Betts, Mrs R Caffyn, Mrs K Langley, Mr D Mason, representing the Playground Working Group
Councillors J Shelley & S Lilly
1 member of the public
 
1.   Apologies received from Mr J Dickens and 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 registered an interest in Item 8.

3. Minutes of meetings held on 19th July, and extraordinary meetings held on 2nd, 8th & 22nd August 2011,
having been previously circulated, were agreed to be a true record and signed by the Chairman.

4. Matters arising:
a)   Parish Council Meeting on 19th July:
  i) High Voltage Cable:  it was agreed that the state in which the trench had been left     presented a risk to users of the recreation ground.  The Chairman to email Mr Couling of    Southern & Scottish Electricity to request that the recreation ground be reinstated.  RL
  ii) Roundels in Chilton Road – see Item 11(i)
iii) Aims & Objectives 2011/2012: a draft had been circulated to members.  Councillors  agreed that this fairly represented the Parish Council’s Aims and Objectives. 
Dr Lott proposed that the Aims and Objectives document be ratified, seconded by Mrs  Shaw, all were in favour.
iv) Caravan Rally – Terms & Conditions:  councillors were asked to forward their suggestions for the T&Cs to Mrs Shaw who will coordinate a draft statement for discussion at the next PC meeting.  Mrs Shaw said that she had spoken informally to the Chairman of UVHAT
to provide the agreed update raised at the PC. No issues arising. A discussion on repairs of  sewer and proposal for separate charging for the Hall for the Caravan Rally in particular to  cover costs was proposed. Mrs Shaw proposed that T & Cs were raised for discussion at   next UVHAT Meeting.        LS
   
b)    Extraordinary meetings held on 2nd, 8th & 22nd August were taken under item (9)
  
5. PCSO’s report – in the absence of a PCSO there was no report

6. County Councillor’s Report
In his report, Mr Lilly, commented on the subsidised bus review.  This is reported further at Item 11(ix).
He spoke about the “Science Vale Enterprise Zone”, encompassing Didcot and Harwell, which will have the positive effect of future funding for the Harwell and Chilton relief road.  He referred to the Stewardship Fund, specifically for Parish Councils, which is to be used to improve public access and highway improvements, eg the cycle path to Blewbury and the protection of footpaths being possible contenders for funding.

Mr Lilly mentioned “SAVA” an organisation that can help with information about where funding is available.  The Clerk to obtain more information from Mr Lilly and pass to Mr Mason and Mrs Caffyn.       Clerk

Salt Bins:  in addition to topping up the salt bins, Highways is offering a tonne of salt to each Parish Council as a reserve.   Councillors agreed that we should take advantage of this.  Clerk to advise Mr Lilley accordingly.    Clerk

7. District Councillor’s Report
Mrs Shelley noted that: 2 hours free parking is being introduced from 1st December; and waste sacks are being delivered to those properties inaccessible for bin collections.
She asked to be notified of any young people (11-18 years) who would like to be involved with the Young People’s Exchange, a forum to promote and encourage positive activities for this age group.
Mrs Shelley said that she had attended a Group Meeting which tackled planning issues, including core strategy, with garden grabbing being further examined. 
Mrs Shelley recommended www.fixmystreet.com as a useful website for notifying issues to the Vale.

8. Presentation on Playground Project 
i) Mr Mason reported that the Playground Working Group’s task had been to understand the optimum way of  providing an exciting play space for children.  Widespread consultation had taken place through Upton News, with a survey to parents, visits to local schools and publicity at Uptonogood and the Fete.  He said that the Working Group’s fund raising efforts had realised £50,000 to date.  Illustrations showing typical playground layouts and costings were displayed.  The Working Group’s preferred next step is to get 3 manufacturers to tender.  This process would be undertaken in liaison with Nicole O’Donnell, Oxfordshire Playing Fields Association’s Community Development Officer.
The general consensus was that the new Playground be sited in the area of the ball wall.  Dr Lott expressed a view that the existing play equipment be left in situ for the time being.
The Working Group was thanked for the tremendous effort achieved so far by the Working Group.

i) Dr Lott proposed that Mr J Dickens be nominated as the Parish Council’s signatory for the WREN contract.  This was seconded by Mrs L Shaw, all councillors were in favour.

9. Planning
  i) 11/01527/FUL – this planning application, pertaining to the erection of a detached 2/3    bedroom chalet dwelling at land adjacent to Jasmine, Chilton Road, was considered at the    extraordinary PC meeting held on 8th August.   The Parish Council objected to this proposal for 3    reasons which included unresolved issues relating to drainage.  The Parish Council was in    agreement that although the architect, Mr McWilliam had subsequently furnished further     information on the drainage system, the council were not in a position to make further comment    on this application.  The Parish Council’s earlier objection to this application remains as     stated at the extraordinary Meeting on 8th August 2011.  

  ii) 11/01787/FUL – demolition of existing conservatory, erection of single storey rear    extension at Flett Cottage, High Street.   Plans had been circulated to members in advance of the    meeting.   Councillors agreed that they had no objections to this proposal.  Clerk to advise the Vale   accordingly.          Clerk

  iii) 11/01514/FUL – remodelling Porch & Hall, Strathfield House.  It was noted that this has     been permitted
  
  iv) 12955/5 – revised vehicular access, Elms Rise.  It was noted that his has been permitted.
  
  v) 11/01075/FUL – land at Scotlands Ash:  following consideration by the Development     Control Committee, this application has been permitted.

  vi) 11/00537/FUL – Sine Nomine:  following consideration by the Development Control     Committee, this application has been permitted.

  vii) 11/01364/FUL – erection of single dwelling at land adjacent to the George & Dragon.     It was noted that this application has been withdrawn.

  viii) Concerns over Fieldside & Hitherto: Chairman to discuss with Councillor Shelley -     ongoing.           JD
   The clerk has received no response from the Vale Planning department following     her email regarding the red ridge tiles on these properties.  Clerk to chase a reply. Clerk

10.        Villagers’ Forum:
Complaints had been received from parishioners regarding stench from new sewer works in the vicinity of  Stream  Road/Reading Road junction.   The Chairman reported that work had been carried out by  Thames  Water on 15th September.  It is hoped that the stench will now abate.

11. Reports from Councillors on areas of responsibility
i) Roads and Footpaths – broken white gate on A417 on approaching village from Blewbury.
Mr Norman will contact Highways with regard to this.    SN
  Roundels in Chilton Road:  Mr Norman reported that Highways expect to complete these within
  4-6 weeks.         SN
     
ii) Amenities including Recreation Ground
§ QEII Field status – ongoing     JD
iii) Young Parishioners including Play Area.  Dr Lott will undertake an inspection.    RL
  To date no report has been received following ROSPA’s inspection.
iv) Village Hall: a date has yet to be set for the next UVHAT meeting.
v) Communications: nothing specific to report on Upton News.  Mrs Shaw raised the question of whether the Parish Council should help with the printing costs.  The web site is being
updated by Mr Shaw.
vi) Volunteer Group: it was noted that Mr Tibbetts had cut the hedge between the play area and the road.
Road Salting:  it was agreed that in the event of an excessive snow fall the Volunteer Group should  aim to salt the road from Station Road to the junction with the A417.
vii) N.A.G. the next meeting takes place on 26th September
viii) UKAEA Stakeholders Committee: the next meeting is on 2nd December 2011
ix) Parish Transport Rep: the outcome of the bus review is that Upton’s bus service will be operated  by Thames Travel, with effect from December.  Additional services will run in the morning and  better connections will be made with the X32 (express service from Didcot to Oxford).
  
12. Finance
i) Invoices for payment since last meeting
a. Clerk’s salary gross £321 (less PAYE £80.25) = £240.75
b. Vale of White Horse DC* – £23.33 (dog bin emptying)
c. Waste Recyling Group Ltd* – £5176.60  payment to unlock grant for Playground
d. Mr M Brown £146.51. (BG Sports- £51.48, repairs to goal posts, and £95.03 fuel for mower)
e. Churn Benefice – £100, in respect of printing Upton News from April-July 2011
f. Vale of White Horse DC – £100 fee for uncontested election.

Payments were approved.  Items marked* were agreed and paid prior to the meeting.

ii) Receipts since last meeting:
  Bank interest July 45p, August 49p
  VAT refund July £18
  Precept – 2nd half year payment – £3250
 
The receipts were noted.
 
iii) Mr Norman distributed a half-year statement of account, projected to 30th September (copy filed  with the minutes).  This will be used as a basis for setting next year’s precept at the November meeting.
  
13. Correspondence recently received from the Vale
i) Town & Parish Council Forum – 23 November 2011 
ii) Chairman’s Charity Dinner
iii) Charge for additional salt
iv) Snow Day – invitation to Drayton Highways, 29th October
All correspondence has been circulated by email to members.

14.  The next meeting is scheduled for 15th November 2011
The date for the Annual Parish Meeting was confirmed as Monday 16th April 2012

Clare Lightfoot, Clerk
Tel:  01235 850486
24th September 2011