UPTON PARISH COUNCIL

Minutes of A Meeting of Upton Parish Council in the Village Hall on Wednesday, 24^th March 2010 at 8.00 pm

Present:

Mr J Dickens (Chairman), Mr M Brown, Mr S. Norman, Mr G Summers, Mrs C Lightfoot (Clerk),

Mr B Simpson (part-time), Mr S Lilley (part-time), PCSO D Clements (part-time)

1. Apologies received from Mrs Seelig and Mr Mason

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 of Upton Parish Council held on 27^th January 2010 and Extraordinary meeting held on

15^th February 2010, having been previously circulated, were agreed to be a true record and signed by the Chairman.

4. Matters Arising – all matters arising were taken as agenda items.

5. PCSO’s Report: PCSO Clements reported that police notices had been posted indicating that additional night patrols were taking place at the back of the George and Dragon where a fence had been broken down and a dead fox with taped up jaws and a bird trap had been found. Mr Brown reported that he had found 3 other dead foxes and a dead kestrel in the last few weeks in the same area that is designated a County Wildlife Site.

6. County Councillor’s Report:

Mr Lilley reported that the County Council, in conjunction with the Tourist Board, is publishing information leaflets. He requested that we pass useful information pertaining to the village to him for inclusion. He noted that: work is about to start on Didcot Station; another review of bus subsidies is about to commence; and that WRG is putting in a planning application for an MBT plant for disposal of commercial waste to be built at Sutton Courtenay. He concluded by telling the meeting that a new contractor has been hired to fill potholes.

7. District Councillor’s Report: in Mr Farrell’s absence there was no report.

8. Villagers’ Forum: no villagers were present.

9. Village Hall:

· Regularisation of Land ownership

ORCC had recommended a Beaconsfield solicitor who could help with regularization of the land. The PC agreed that it might be more cost effective to use a local solicitor. Mr Summers reported that he and the Chairman of the Upton Village Hall Amenities Trust (UVHAT), Mrs J West, had made an appointment with a solicitor from Blewbury, for an initial consultation. The PC agreed that Mr Summers should take forward the negotiations on behalf of the P.C. and in order to avoid unnecessary delays was authorized to agree to any expenditure up to £500.

Mr Summers proposed that the land on which the hall stands, and one metre surrounding, plus such land as is required for car parking and patio be leased to UVHAT on a 99 year lease.

This was seconded by Mr Brown, all in favour.

· Financial Situation

Mr Simpson reported that the Parish Council’s contract with ABS totalled £94,700. All the grant monies have been received by the PC with the exception of a grant of £11,100 from LEADER which is due

before the end of this financial year. Mr Simpson reminded the meeting that the PC only has authority

to borrow until 31^st March and therefore the PC should repay the remainder of the UVHAT loan before that date. The PC agreed that the loan be repaid upon receipt of the LEADER grant.

(Clerk’s note: 25^th March – notification has been received that this money has been paid into the Parish Council’s account.)

Mr Brown recorded grateful thanks to Mr Simpson for his willingness to be co-opted to the Parish Council as assistant clerk for the past 6 months and for his excellent work in controlling the finances during the building period when large sums were coming into and out of the P.C. account. This was endorsed by all. present.

10. Planning

UPT/4960/4 – Maslina, proposed new dwelling (on site of previous permission for new garage, not implemented). It was noted that the Vale have advised that this application has been withdrawn.

UPT/21018/1 – 4 Fieldside, application for erection of rear extension, extending the down stairs living space with a single storey conservatory and adding a second storey onto the bathroom/utility area to create one additional bedroom and bathroom (re-submission). Applicant Mrs E Bunston. It was noted that plans UPT/21018 were examined at an Extraordinary PC meeting in October 2009 with no objections. The current plans were not dissimilar and the PC raised no objections. Clerk to advise the Vale. Clerk

Yew Tree, The Old Forge: the PC had no objections to crowning of yew tree at the Old Forge.

Clerk to advise Vale accordingly. Clerk

UPT/19316/4 – Fieldside Cottage – retrospective application for internal alterations and erection of single storey extension.

This retrospective application has been permitted with conditions. It is stated that permission is not granted for the boundary wall and this element is omitted from the plans.

UPT/3451/15-CM – Details pursuant to conditions 19 & 21 of planning permission at Prospect Farm Chilton. Clerk to speak to Oxfordshire County Council to understand what is involved. Clerk

11. Reports from Councillors on areas of responsibility

i) Roads and Footpaths:

Footpath to Blewbury – Mr Norman reported that he had re-opened a dialogue with Blewbury Parish Council. It was agreed that Mark Sumner be asked to advise on what we can expect the landowners to do by way of improving this footpath. SN

Cutting of Footpaths – Mr Norman had received a schedule of footpaths from Oxfordshire County Council. If the PC were to maintain these paths we would receive an annual sum of £400.

Mr Brown pointed out that there are two footpaths not included, ie Coffin Way and from St Mary’s Church travelling North East towards East Hagbourne. It was agreed to request an urgent meeting with Mark Sumner to discuss maintenance. SN

Litter Pick – Mr Brown reported that 15 volunteers had successfully completed the litter pick.

ii) Amenities including Recreation Ground:

Cycle Humps – Mr Brown reported that the cycle track and humps would be completed as soon as the ground dries and becomes firm.

Camping on the Recreation Ground – Dr Lott has requested that a number of people taking part in the mountain bike event to raise funds for the village hall be permitted to camp overnight in the Recreation Ground. In principle there were no objections. Mr Dickens will liaise with Dr Lott. JD

Clerk to check with the District Council that there are no restrictions. Clerk

iii) Young Parishioners including Play Area – nothing to report

iv) Communications – nothing to report

v) Volunteer Group:

Mr Brown said that over the next few weeks there were a number of tasks to be carried out around the village hall, including putting a gate through the fence at the west side of the hall and re-seeding all the bare areas.

v) N.A.G. – nothing to report

vii) UKAEA Local Liaison Committee – nothing to report

viii) Parish Transport Rep – Mr Summers reported that a new timetable display board has been installed at the bus shelter. The next county meeting is scheduled for 12^th May 2010.

ix) Energy Saving Initiative – nothing to report

12. Finance

i) Payments since last meeting:

Vale of White Horse DC (Dog Bins) £100.32

ABS General Builders, 4^th and final invoice – £17,589.75 (gross)

UVHAT 1^st instalment on loan repayment – £4,500

UVHAT 2^ND final instalment on loan – £16,500

Clerk’s Salary – £311.80

Kalehurst – service to ride on mower £319.61 (gross)

The above payments were all agreed.

ii) Receipts since last meeting:

Bank interest January £1.29p, February 67p

Repayment of VAT, £4,016.76 (Jan); £4707.33 (Feb)

Grant from Rural Payment Agency (Feb) £15,900

Grant from Oxfordshire County Council – £8,750

Receipts noted.

iii) Charitable giving:

Requests had been received from a number of charities throughout the year. It was agreed that since this had been an exceptional year our giving would be confined to £200 for St Mary’s Church towards the upkeep of the cemetery and in recognition of printing Upton News, and a £25 gratuity to Mr & Mrs Churchman for opening the recreation ground on a daily basis.

It was noted that £250 had been donated to The South Central Ambulance League of Friends in September 2009 to support the setting up of the village’s Community First Responder Group.

iv) Internal Audit Plan 2009/10 & 2010/11. Mr Simpson distributed an audit plan for consideration by the meeting. Following discussion Mr Dickens proposed that the audit plan be adopted, seconded by Mr Norman, all in favour.

13. Correspondence recently received

i) Invitation to Oxfordshire County Council Didcot Area Summit, Cornerstone 26/3/2010

ii) OALC – January/February & March bulletins – ALY

iii) Invitation to Democracy Day Event, 3^rd March

iv) ORCC News Bulletin – March 2010: it was agreed to submit 3 entries to ORCC for inclusion in the 90^th Birthday county book: hall extension; volunteer group; & first responders Clerk

v) CPRE Spring briefing

The above correspondence has been circulated.

Resignation of Councillor. Mr Summers advised the Chairman that he will be moving away from Upton in May and this would be his last meeting. The Chairman thanked Mr Summers for the contribution he had made to the Parish Council during the past year and said how sorry we were to see him leave. Councillors wished him well for the future in West Wales.

Clerk to contact Vale regarding filling this vacancy. Clerk

A note to be put on the web and in the newsletter looking for a volunteer who could be co-opted. MB

14. Date of next meeting: The next meeting is to be held on Wednesday 26^th May 2010.

The Annual Parish Meeting will be held on Monday 12^th April 2010

Clare Lightfoot, Clerk

Tel: 01235 850486

26^th March 2010

cc: all present, + Mr Mason, Mrs Seelig and Mr Farrell

UPTON PARISH COUNCIL

Minutes of Extraordinary Meeting of Upton Parish Council in the Methodist Church on Monday 15^th February 2010 at 8.00 pm

Present: Mr J Dickens (Chairman), Mr M Brown, Mr S Norman, Mr G Summers, Mrs C Lightfoot (clerk), 1 parishioner

1. Apologies – received from Mr D Mason & Mrs T Seelig

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 Received

3. Retrospective Planning Applications:

UPT/19316/5 09/02158/FUL – proposed vehicular access and external boundary wall (retrospective).

The Retrospective plans were considered and compared with the drawings originally submitted. The Council unanimously agreed to object for the following reasons:

Visibility splays not acceptable impairing visibility on an already tight corner used by pedestrians, cyclists and motorists. Many parishioners have expressed concerns. The wall is not in keeping with the 19^th Century cottage.

Clerk to respond to the Vale accordingly.

UPT/19316/4 09/02157/FUL – internal alterations and erection of a single storey extension. (retrospective). Fieldside Cottage. Applicant Mr B. Belcher.

After examination of the plans councillors agreed not to object, however the following issues will be flagged up to the Planning Office:

The extension is totally out of keeping with the 19^th Century property. The site has been overdeveloped.

Clerk to respond to the Vale accordingly.

4. The Chairman closed the meeting at 8.50 p.m.

Clare Lightfoot, Clerk

Tel: 01235 850486

16^th February 2010

UPTON PARISH COUNCIL

Minutes of

Meeting of Upton Parish Council held on Wednesday 27^th January 2010 at 8.00 p.m.

in the Methodist Church

Present: Mr J Dickens (Chairman), Mr M Brown, Mr D Mason, Mr S Norman, Mr G Summers,

Mrs C Lightfoot (clerk), Mr S Lilley (part-time) Mr R Farrell (part-time), PCSO Mr D Williams

1. Apologies received from Mrs Seelig

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 of Upton Parish Council held on 25^th November 2009 and Extraordinary meeting held on 18^th January 2010 having been previously circulated were signed by the Chairman as a true record.

4. Matters Arising

The Parish Council is concerned about the poor visibility in Fieldside due to overhanging foliage.

5. PCSO’s Report

PCSO Dane Williams reported that there had been one incident of criminal damage, ie a wire fence broken down possibly by poachers. He said that a list of vulnerable people is being compiled. It was agreed to find out how the list will be used, then with the agreement of those involved, we will supply a list. Clerk

6. County Councillor’s Report

Mr Lilley reported that the County Council had received criticism over the lack of road salting during the adverse weather. He said that this was due to the Government’s embargo on salt delivery. He suggested that any pot holes which were deemed dangerous be reported to Highways on 0845 3101111.

He noted that there had been inappropriate publicity regarding deployment of Fire Officers. He felt that the upshot would be an improvement at stations which had previously been undermanned.

Mr Lilley noted that the closing date for comments on the Local Transport Plan Consultation 3 (LTP3) had been extended until 21^st February, and that the “Your Vale Your Future” exhibition had been rearranged for Thursday 28^th January in Harwell Village Hall.

7. District Councillor’s Report

Mr Farrell said the Vale’s budget was out for consultation, inevitably there will be cuts. It was noted that the Oxford Touring Theatre Group’s grant and the Wantage Services Point are under threat. Mr Farrell said that although Youth and the Arts were very dear to his colleagues hearts they were not statutory.

8. Villagers’ Forum – no discussion

9. Village Hall

(i) Progress report: Mr Brown reported that the builders will hand over the hall mid-February, but no lettings will be made until March. Mr Brown suggested that the Parish Council should consider paying for the new wall lights being installed, using the £200 Calor prize money towards the cost. The total invoice is £350 (including £50 VAT which can be reclaimed). This was unanimously agreed by the Parish Council.

Mr Summers reported on UVHAT’s timetable for the opening:

Village viewing, 7^th March, 11.00 – 12.30. Coffee will be served

Grand opening , 13^th March. Invitations will be sent to supporters of the project. Tickets will also be on sale. This will take the form of supper, entertainment and speeches.

Animal Anecdotes, a fund raising event, is planned for 16^th April.

Mr Simpson reported that a 4^th payment of £13,000 is due to be paid to ABS Builders in

February. This leaves £2,400 (5% retention) still outstanding.

(ii) Regularization of land ownership: Mr Summers reported that the original idea had been for UVHAT to buy the portion of land belonging to the Parish Council. However, there is a new requirement that each time a new trustee was appointed to UVHAT then the land would have to be re-registered.

Mr Summers proposed “The Parish Council acquires from UVHAT the portion of land owned by UVHAT and the Parish Council grants UVHAT a right to occupy the land at a peppercorn rent”. This was seconded by Mr Mason and all were in favour.

Mr Summers agreed to carry this forward with a representative from UVHAT. GS

It was agreed that consideration be given to UVHAT assuming responsible for the upkeep of the car park.

10. Planning

The following was noted:

UPT/3451/15-CM – Conditional planning permission has been granted to Chilton Waste Services;

UPT/21018 – 4 Fieldside – application has been withdrawn;

Wattle Cottage Farm. A letter has been received from the Vale of the White Horse District Council notifying that a notice of refusal has been issued relating to application for certificate of lawful use;

Fieldside Cottage – the retrospective plans submitted were deemed inaccurate. The matter is in abeyance pending revised plans being submitted.

11. Reports from Councillors on areas of responsibility

i) Roads and Footpaths

Footpath to Blewbury

Cutting of Footpaths

Mr Norman said that both these matters were ongoing. He agreed to give priority to arranging for the footpaths to be cut via Mark Sumner and the Task Team Supervisor. SN/JD

ii) Amenities including Recreation Ground

Mr Brown said that further work on the mounds would progress once the ground had dried out sufficient for the machinery to do the work without cutting up the surrounding area. MB

iii) Young Parishioners including Play Area: Nothing to report

iv) Communications: Nothing to report

v) Volunteer Group:

Mr Brown noted that there are a number of tasks to be carried out once the builders move off site.

vi) N.A.G.: Nothing to report

vii) UKAEA Local Liaison Committee

Mr Brown reported that he had attended the last meeting. He apologised for not circulating the minutes which he assumed had been sent to Tracy. A significant development on the site has been the arrival of a UK office of the European Space Agency which at the moment is in its infancy with only 2 members of staff.

viii) Parish Transport Rep

Mr Summers noted that we are on the list for a new timetable case. The next PTR meeting is scheduled for 12^th May.

ix) Energy Saving Initiative

It was noted that there is an article in the latest ORCC bulletin on this topic

x) Community Responders

The clerk noted that she has not as yet received a receipt for the donation to the South Central League of Friends. Mr Brown agreed to investigate. MB

12. Finance

i) Discuss and agree estimates including the setting of Precept for 2010/11

Estimates of the spend likely for the financial year 2010/2011 were presented and agreed. A spreadsheet showing the Council’s predicted financial reserve over the coming 15 months was also presented. If the estimates prove to be as predicted it was shown that in order to complete the next financial year with a reserve of £5000, the precept will need to be maintained at its present level of £7250.

The Chairman formally proposed that the precept is maintained at £7,250, seconded by Mr Norman, all were in favour. Both the estimated budget for 2010 – 2011 and the predicted council Reserves will now be posted on the web. MB

ii) Payments since last meeting

Subscription to Society of Local Council Clerks – £61*

Chilton Waste Services – skip hire – £155*

2^nd interim payment to ABS – £26,600 + VAT*

3^rd and final payment to ABS – £26,600 + VAT

Public Works Loan repayment – £412.91

Oxfordshire Playing Fields Association – annual subscription – £32

Society of Local Council Clerks – annual subscription – £61

DC Lighting – £299 + VAT

Clerk’s Salary – £311.80

*items have already been paid. The above payments were agreed.

iii) Receipts since last meeting: bank interest November 76p, December £1.07;

Repayment of VAT, for November – £4,013.98

TOE grants – £26,000 (November) & £23,400 (January 2010)

The above receipts were noted.

13. Risk Assessment: Mr Mason proposed that the PC accept the risk assessment (dated October 2009), seconded by Mr Brown, all were in favour. This document will now be posted on the web. MB

It was noted that there are some additions to be made to the asset register. Clerk

14. Litter Pick: the proposed date for the litter pick is 20^th March commencing at 9.45 a.m. Mr Brown agreed to organise it. MB

15. Correspondence recently received

i) letter from Stewart Lilly Associates advising of proposed modification to planning application

UPT4960/4 (Maslina);

ii) Your Vale Your Future – additional consultation leaflets;

iii) Appeals received from Home Start; Sue Ryder Care – The Nettlebed Hospice; Oxfordshire Woodland Project; South & Vale Carers;

iv) Oxfordshire Waste Partnership: fly-tipping information pack;

v) Newsletters: Home2School; Fieldwork Dec 2009; Health News Issue 4 2009.

The above correspondence is being circulated.

Clerk was asked to circulate a list of organisations seeking funding from the council for consideration at the next meeting. Clerk

16. Date of next meeting: The next meeting is to be held on Wednesday 24^th March 2010.

The Chairman declared the meeting closed at 10.10 p.m.

Clare Lightfoot, Clerk

Tel: 01235 850486

3^rd February 2010

UPTON PARISH COUNCIL

Minutes of

Extraordinary Meeting of Upton Parish Council

held on Monday 18^th January 2010 at 8.00 pm

in the Methodist Church

Present: Mr J Dickens (Chairman), Mr M Brown, Mr S Norman, Mr G Summers,

Mrs C Lightfoot (clerk) and 3 parishioners.

1. Apologies received from Mrs T Seelig

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 Brown declared an interest in item 3(ii).

3. (i) Planning Application: UPT/21068 – 09/02217/FUL – 5 Fieldside. Double storey rear and side extension with garage. Erection of porch to front. Applicant Dr R Lott. The plans were examined and the Parish Council had no objections. Clerk to advise the Planning Department accordingly. Clerk

(ii) Planning Application UPT/4960/4 – 09/02310/FUL – Maslina, Reading Road. Proposed new dwelling (on site of previous permission for new garage, not implemented). Applicant Mr & Mr Arnold. The chairman said that the “Justification Statement” submitted by Stewart Lilly Associates stating “informal discussions have taken place with the Parish Council and neighbouring properties and no objections have been made known to us” was not correct. Although Stewart Lilly Associates had written to forewarn us of the amended planning application, no response had been made by the Parish Council.

The Parish Council discussed the plans and had no objections. Clerk to advise Planning Department accordingly. Clerk

4. Mr Brown gave an update on the progress of the Village Hall refurbishment project.

The Chairman closed the meeting at 8.30 p.m.

Clare Lightfoot, Clerk

20th January 2010