UPTON PARISH COUNCIL

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

on Tuesday 31st May 2011 at 8.00 pm

Present: Mr J Dickens (Chairman), Mr S Fraser, Dr R Lott, Mr S Norman, Mr B Shaw & Mrs L Shaw. Mrs Lightfoot (clerk). 5 members of the public attended part time.

1. 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. None recorded.

3. Planning Applications:

i) UPT/16188/1 – new single and 2 storey extension and demolition of existing double garage and conservatory at Brookside, High Street. Applicants Mr & Mrs A Caffyn.

Councillors had each seen the plans in advance of the meeting. The meeting was suspended to enable the residents of a neighbouring property of Brookside to register concerns which they had regarding this planning application. Mr Caffyn responded to their concerns. The Chairman resumed the meeting and after discussion the Parish Council concluded that whilst they did not object to the planning application they would ask the Planning Department to consider whether:

• The extension would possibly deprive the neighbouring property of some light during the summer months from late afternoon to early evening.
• Special attention should be given to the tree with a TPO in the garden of The Forge, which could possibly be affected by the planned works in Brookside.

The clerk to respond accordingly. Clerk

ii) UPT/10932/3 – proposed ground floor cloakroom with shower at Fieldside House, Fieldside. Applicants Mr & Mrs M Weston. The plans, having been previously circulated, were discussed and it was unanimously agreed that the Parish Council had no objections. Clerk to respond accordingly. Clerk

iii) UPT/368/5 – proposed single storey side and rear extension at Kameki, Chilton Road. Applicant Mr M Brown. The Plans, having been previously circulated, were discussed and the Parish Council unanimously agreed that there were no objections. Clerk to respond accordingly. Clerk

4. Production of Upton News: The Chairman said that there needed to be clarification with regard to the future production of Upton News in the light of Mr Brown wishing to hand over his responsibility for its production and for updating the web site. It was agreed that editing Upton News could be done by someone other than a Parish Councillor. A note will be put in the July edition of Upton News to seek a volunteer. The Chairman proposed Mr Shaw undertake updating the web site with immediate effect, this was seconded by Dr Lott and the motion was carried. Mrs Lightfoot to speak to the Parish Office to find out whether a financial contribution is required given that the Upton News has expanded to 2-3 sheets of A4.

Clare Lightfoot
Clerk/Upton Parish Council
1st June 2011

Minutes of Meeting of Upton Parish Council in the Village Hall on Tuesday 17^th May 2011 at 8.00 pm

Present:  Mr J Dickens (retiring Chairman),  Mr S Fraser, Dr R Lott, Mr B Shaw, Mrs L Shaw, Mrs C Lightfoot (clerk).
Part time: Mr S Lilly, Ms J Shelley, PCSO D Clements

1.  Apologies received from Mr S Norman

2. Cooption to Council

Mr Dickens opened the meeting by saying that 5 nominations had been received for the 6 vacancies for Parish Councillors.  Mrs Shaw proposed that Mr Dickens be co-opted to fill the vacancy, this was seconded by Dr Lott and agreed unanimously.

3.  Councillors “Declaration of Acceptance of Office”

Declaration of Acceptance of Office forms were duly signed by all councillors.  It was recorded that Mr Norman had signed his declaration in advance of the meeting.

4.  Election of Chairman and Vice Chairman

The following appointments were made:

Chairman:  Mr Dickens was proposed by Dr Lott, seconded by Mr Fraser.

Vice Chairman:  Dr Lott was proposed Mr Fraser, seconded by Mr Dickens.

5.  Declarations of Interest

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

6. Minutes of meeting of Upton Parish Council held on Tuesday 15^th March, the Extraordinary Parish Council Meetings held on 11^TH April & 4^th May 2011 having been previously circulated were signed as a true record by the Chairman.

7. Matters Arising

a)   Parish Council Meeting on  15^th March

i) High Voltage Cable:  the Deed has now been received from Mr Barrett and was signed by Mr Dickens and Mrs Shaw.

ii) Roundels in Chilton Road:  this matter is still ongoing.

b) Annual Parish Meeting, 11^th April

i) Speed Limit through village: in order to lower the speed of vehicles in the village a number of ideas were discussed and it was agreed that this item should be incorporated in the review of the Parish Plan (item iii)

ii)  Upton News:  after discussion it was agreed that Upton News should be kept to 4 pages and that contributors be asked to keep their articles to a prescribed length.

iii) Update Parish Plan:  it was agreed that some revision to the Parish Plan is required and that this be an “Aim and Objective” of the current Parish Council. Mr Dickens to write PC aims and objectives 2011/12.  JD

8. PCSO’s report

PCSO Clements reported that a digger had been stolen from the building site at Hitherto.  This was the second such  occurrence at Hitherto.  She said that theft of machinery is prevalent and extra patrols and stop and searches were being carried out.  TV Police recommend that trackers be fitted to heavy machinery.

9.         County Councillor’s Report

Mr Lilly reported that the 23% reduction in the County Council’s budget had now come into effect.  He said that  since Didcot is a “growth town”  additional funds are allocated thus cushioning the impact of cuts.

He noted that Didcot Station Forecourt work will commence in August, with completion at Christmas.

Despite £3m being made available for County Highways, these funds are not for repairs and the pothole situation remains an embarrassment.

Mr Lilly reminded the meeting that the Highways Reporting Line is 0845 310111.  He said that a reference number will be given.  If after a reasonable time no action is taken, Mr Lilly will take up the matter on our behalf.

It was noted that there are a number of potholes in the village which have been marked for repair but no action takes place.  Since Upton’s roads are also our pavements concern was raised about injuries to pedestrians caused by potholes.  Mr Dickens and Mr Lott will make a list of potholes throughout the village.                       JD/RL

10.  District Councillor’s Report

Ms Shelley introduced herself as our newly elected District Councillor.  She said that the Annual meeting of the Vale District Council was being held on Wednesday 18^th May when her allocation of duties would be agreed.  With regard to our concern about the lack of leaf clearing, she said that this was the responsibility of Verdant and she will pursue this.  Ms Shelley will arrange for the clerk to receive information on “Slow down in our Village” signs.

11.       Planning

i)  UPT/368/4 – Erection of 4 bedroom house adjacent to Kameki.

ii) UPT/11998/5 – Solar panels supported by “A” frames, Pointers Piece, Chilton Road.

These applications have both been approved by the Vale.

iii)  UPT/20226/2 – Hitherto:  a query has been raised about the terracotta ridge tiles used on the new builds at Hitherto.  The Vale have passed the Clerk’s  enquiry to their Enforcement Officer.

12.  Villagers’ Forum – inthe absence of villagers there was no discussion

13.  Delegation of Duties

Finance – Mr Norman (to be confirmed JD)

Communications – Upton News & Website: Mr Shaw will write Upton PC’s contribution to Upton News. Mr Dickens to discuss requirements further with current editor and website managers. JD

Roads and Footpaths – Mr Norman.  Dr Lott will support the Cycle Path to Blewbury initiative

Planning – Mr Dickens and Mrs Shaw

An “Effective Responses to Planning Applications” course is being held on 6 July.  Clerk to register Mrs Shaw, Mr Shaw & Mr Fraser to attend. Clerk

Village Hall – Mrs Shaw

Amenities including Recreation Ground – Dr Lott

Young Parishioners including the Play Area – Mr Shaw (to include playground safety checks).

Volunteer Group Rep – Mr Fraser

UKAEA Stakeholders Rep. – Mr M Brown (Mr Dickens to discuss with Mr Brown)    JD

N.A.G. Rep.- Mrs C Davies

Parish Transport Reps – Mr G Homer & Mrs J West

14.  Reports from Councillors on areas of responsibility

i) Roads and Footpaths: a meeting is to be set up with the Sustainable Blewbury Group regarding the cycle path to Blewbury.   It was noted that OCC have not, to date, committed to paying the PC for cutting the village footpaths in the current year. Feedback required from Mr Norman.  SN

ii)  Amenities including Recreation Ground:

Caravan Rally: Some comments have been received by the PC, although viewed as a positive event there were some issues raised.  A review of the caravan weekend is to be carried out.

An article is to be entered in the June edition of Upton News to canvass village opinion. BS

iii) Young Parishioners including Play Area: in her progress report Mrs Caffyn said that a grant application has been prepared and is being sent to WREN.

iv) Village Hall – Mrs Shaw said that the new Trust Deed and Land Transfer were ongoing.

v) Communications  )

vi) Volunteer Group  ) nothing to report

vii)  N.A.G.                     )

viii)  UKAEA Stakeholders Committee        )

ix)  Parish Transport Rep:  Mrs West reported on the public meeting to discuss the subsidised bus review held in Grove on 12^th May.  The Assistant Public Transport Officer had given assurance of the funding available for the Vale’s transport services.

The clerk reported that the 24 responses from the questionnaires were being analysed by ORCC.  She said she will liaise with the Sustainable Blewbury Group in order to make a coordinated response to OCC by the 3^rd June deadline. Clerk

15.       Finance

i) Effectiveness of Internal Audit.  A statement prepared by the Chairman setting out the effectiveness of Internal Audit was circulated.  It was unanimously agreed that this be adopted.

ii)  Ratification of Annual Governance Statement:  copies of the Annual Governance Statement were circulated to members.  The Council unanimously agreed that the Annual Governance  Statement be signed by the Chairman.

iii) Adoption of accounts:  the accounts, having undergone internal audit, were circulated to members in advance of the meeting.  Mr Dickens proposed the accounts be adopted, all were in favour.

iv)  Invoices for payment since last meeting

a. Clerk’s salary gross £321 (less PAYE )

b.  Came & Company – annual Insurance premium – £304.33.  The clerk had obtained a second quote (£398) from Suffolk ACRE.  It was agreed to negotiate best price with Peter Came before renewing cover.

c.  Mr Brown – fuel for mowers – £88.02

d. ORCC annual subscription – £30

v)   Receipts since last meeting:

a.         Precept (half year) £3,625

b.         Bank interest March 31p, April 37p

c.         VAT refund March £37.85, April £29.56

d.         Income from Caravan Rally £338 (half net takings)

The above receipts were noted.

16. Correspondence recently received

A letter has been received from St John’s Ambulance requesting a donation.  It was agreed that since Uptonogood  would be making a donation no action would be taken by the Parish Council.

17.  Set dates for future meetings

It was agreed to continue holding meetings on 3^rd Tuesday of alternate months.  Clerk to issue a list of dates.

Clare Lightfoot, Clerk

Tel:  01235 850486

18^th May  2011

UPTON PARISH COUNCIL

Minutes of Extraordinary Meeting of Upton Parish Council in the Village Hall on Wednesday 4^th May 2011 at 8.00 pm

Present: Mr J Dickens (Chairman), Mr M Brown, Mr S Norman, Mrs C Lightfoot (Clerk)

1. Apologies received from Dr R Lott, Mr D Mason, 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: Sine Nomine, Church Street – UPT/2187/2 – to remove existing roof, replace with attic trusses to form 3 new bedrooms within roof space. Replace and enlarge existing entrance porch. Amend style and character of the front elevation by rendering existing brickwork and adding contrast colour. Reposition existing flat roof garage. Applicants Mr & Mrs P Fletcher.

The plans, having been circulated, were discussed. The Parish Council agreed that the overall concept of improving the property was good. However it was viewed the design appearance of the pod and materials, ie the Red Marley cladding, were not in keeping with the character and appearance of the village scene, being immediately opposite the 11^th Century 2* listed church.

The clerk to advise the Vale that the Parish Council object to this application. Clerk

The meeting closed at 8.25 p.m.

Clare Lightfoot

Clerk/Upton Parish Council

9^th May 2011

UPTON PARISH COUNCIL

Minutes of the Annual Parish Meeting of Upton Held on Monday 11^th April 2011 at 8.00 p.m. in the Village Hall

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

Mr R Farrell (District Councillor) Mrs J West (Upton Village Hall Amenities Trust)  5 members of the public

1. Apologies for absence: received from Mr B Shaw and Mr B Simpson

2. Minutes of the annual parish meeting held on 10^th April 2010 were read. The minutes were agreed to be a true record and signed by the Chairman.

3. Discussion on Annual Reports:

(i) Parish Council Chairman

Mr Dickens opened the meeting by welcoming those present. He thanked Mr Brown for his many years service to the Parish Council and for the support which he had given to Mr Dickens during the past year. The regularisation of land on which the village hall stood has now been formally completed. He went on to thank the many volunteers who undertake tasks around the village including the Volunteer Work Group and those who cut the recreation ground and play area. During the past year the Parish Council has negotiated a contract with OCC enabling the PC to cut the village footpaths. This has resulted in the footpaths being kept neatly cut. The Chairman went on to say that the Volunteer Work Group had been largely responsible for laying the extension to the village hall car park. He concluded by saying that the bus service was under review and he urged parishioners to use it or lose it.

(ii) Parish Council Finance

Copies of Payments and Receipts for 2010/2011, and a status report prepared by Mr Brown and the Clerk were circulated. The accounts showed a reserve of ~£7000k. Mr Brown said that £5k had been earmarked towards the playground improvement.

(iii) District Council: Mr Farrell said that this would be his last report as our District Councillor as he intended to stand down after 16 years. He said that the Vale had been forced to slash expenditure on front line services following cuts in central government grants. He told the meeting that savings had been achieved by the Vale sharing services with SODC. He mentioned the Localism Bill which is supposed to give local communities greater control over the way in which their neighbourhoods develop. However in reality few communities are going to volunteer to have 300 houses built “at the bottom of their gardens.”

Mr Joel remarked on the appalling state of the roads. He said that the roads are never swept: one year’s leaf fall meets the next. Potholes are in need of attention. Mr Farrell said that roads are the responsibility of the County Council.

(iv) County Council: no report to hand

(v) Parish Transport Representative. The clerk noted that Mr Graham Homer had taken over the responsibility of Parish Transport Representative. Mrs West agreed to substitute for Mr Homer at PTR meetings if necessary. A review of subsidised buses was currently being undertaken. A questionnaire had been circulated to each household to establish bus usage and responses will be coordinated in order to make a response to OCC.

(vi) United Charities: Mrs Whitmell, in her report, said that if anyone wished to nominate a recipient for a grant she should be contacted.

(vii) Blewbury School: a report was circulated, no questions raised.

(vi) UVHAT: Mrs West reported that a growing number of people are using the newly refurbished hall. Short mat bowls in particular is gaining a following. As funds permit additional refurbishment is required to the toilets and the kitchen, shelving in the store room and the room next to the kitchen needs an overhaul. Mrs West paid tribute to Mr Simpson, the retiring treasurer, who had been pivotal to the success of the village hall extension project.

(vii) Neighbourhood Watch: Mrs Davies said that there was little to report this year, apart from the theft of a digger from a building site in Church Street at the beginning of April. The SID speeding machine is regularly used on the A417 outside the fruit farm and at the top of Station Road.

(viii) St. Mary’s Church: no questions raised.

4. Open Forum

(i) Improvements to children’s playground:

Mr Mason said that since the existing playground is “tired”, it was hoped to provide a new facility to appeal to a wide age range. A small group had been formed to look at funding for this project; the ball park figure for this is £50k. Mr Mason said that in order to apply for funding the need for this new facility needs to be established and a survey carried out. A “Drop In” will be organised to get children’s involvement in the design. He went on to say that there was keen competition for grants. WREN and the Big Lottery Fund are two possible sources of funding.

Dr Lott has agreed that some of the proceeds of the Uptonogood bike challenge will go to the Playground appeal. The Parish Council has £5k earmarked for the project.

(ii) Cycle Path to Blewbury

Mr Norman said that the project to improve the path between Blewbury and Upton had temporarily stalled. This is partly due to the landowners at both ends of the footpath being reluctant to change. The meeting agreed that we should not give up on this. (Clerk’s note: The group Sustainable Blewbury have been in touch and are keen to meet with representatives of UPC to take this further.)

(iii) Upton News

Mr Brown said that Upton News has historically been printed by the Churn Benefice Office, primarily as a Church newsheet. It is now difficult to contain all the articles in 4 pages and he questioned whether we should accept advertisements in order to cover the cost of the printing. The consensus was “no”. It was proposed that the new Parish Council consider making a payment, say £200 per year, to the Church Office to offset the cost of the printing. It was agreed that parishioners enjoy reading the Upton News as it is.

(iv) Village Roads Speed Limit

The question of whether it was feasible to install 20 MPH signs in residential areas in the village was raised. It was agreed that traffic calming measures be an agenda item for the new Parish Council.

(v) Update of Parish Plan

Mr Brown suggested that the Parish Plan be revisited in order to get a better idea of what parishioners want.

Mr de Wilde commented that since the Parish Plan had been conducted the village had become more empowered, he cited the BT Infinity Challenge which demonstrated this.

Revisiting the Parish Plan should be an agenda item for the Parish Council. Clerk

(vi) Roads and Footpaths

The following questions were raised:

· Who takes responsibility for trimming hedges which overhang footpaths?

· The road outside the Hitherto building project in Church Street is breaking up. Who should take responsibility for carrying out repairs?

The clerk will write to Highways to seek answers to these questions. Clerk

5. The Chairman’s Closing Remarks

The Chairman thanked those present for their attendance.

The meeting closed at 9.45 p.m.

6. Date of next meeting – Monday 9 April 2012

Clare Lightfoot

Clerk Upton Parish Council

19^th April 2011

Upton Parish Council

Minutes of Extraordinary Meeting held on Monday 11^th April 2011 at 7.40 pm in the Village Hall

PRESENT: Mr M Brown (Chairman), Dr R Lott, Mr D Mason, Mr S Norman, Mrs L Shaw,

Mrs C Lightfoot (Clerk)

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 UPT/12955/4, Elms Rise, Chilton Road. This proposal is to render elevations to main house and minor alterations to approved application UPT/12955/2. Applicants

Mr & Mrs M Amos. The plans, having been previously circulated, were discussed. There were no objections to the application. The clerk to advise the Vale accordingly. Clerk

Meeting closed at 7.45 p.m.

Clare Lightfoot

Clerk/Upton Parish Council

16^th April 2011