UPTON PARISH COUNCIL

Minutes of

Meeting of Upton Parish Council held on Wednesday, 25^TH November 2009 at 8.00 pm

in the Methodist Church

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

Mrs C Lightfoot (Clerk), Mr S Lilley (part time), Mr R Farrell (part-time), PCSOs Clarke & Kirby (part time)

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 recorded

3. Minutes of meeting of Upton Parish Council held on 23^rd September and Extraordinary Meetings held on 16^th October and 16^th November 2009, having been previously circulated were agreed to be a true record and signed by the Chairman.

4. Matters Arising

Regularisation of Land Ownership – see item 9.

5. PCSO’s Report

PCSO Kirby reported that an elderly lady in the area had been receiving nuisance phone calls, he also warned about bogus callers. The SID machine is being used when weather conditions permit.

6. County Councillor’s Report

In his report Mr Lilley (bus champion for Oxfordshire) said that the Route 95 bus timetable will be affected by the closure of the bridge between North and South Moreton. He will let us have an amended timetable to be displayed at the bus shelter in due course. He said that subsidies will be revisited next year. He is particularly concerned about rural bus services. Mr Summers will publish a note in Upton News about the change of bus times. GS

He told the meeting that the first phase of the Great Western Development is due to start in 2010, comprising 300 homes, of which 100 will be affordable homes, and the creation of a new retail area.

Mr Lilley circulated a flood map for Upton produced by the Environment Agency.

7. District Councillor’s Report

Mr Farrell reported that SODC and the Vale were reviewing ways of achieving a more effective and efficient operation. Both councils were streamlining their Constitution and regularising terms and conditions of senior staff who now work for both councils. Councils are being recompensed by Government for the provision of bus passes, however the Vale loses out because our uptake is high.

Mr Farrell will pursue the case of the untidy property which has been drawn to the Council’s attention. RF

8. Villagers’ Forum – no discussion

9. Village Hall: Mr Brown said that the building was progressing in line with expectations. He stated that he may need help in removing items from the hall on Saturday morning, 28^th November. Mr Simpson reported that an invoice for the 1^st Interim Payment, amounting to £30,590 (including VAT) was due at the end of November. As TOE had been slow in processing money to meet this requirement, UVHAT are making an interest free loan of £21,000 to the Parish Council.

Regularisation of Land ownership: Mr. Summers reported that UVHAT had asked the Parish Council to reconsider the original proposal for UVHAT to acquire the portion of land currently owned by the Parish Council.  UVHAT’s request is due to recent legislation imposing, where land is owned by a Trust, registration of land plus payment of a value based Land Registry fee each time there is a new Trustee. It would be preferable for the Parish Council to own the whole village hall & play area site by acquiring the portion currently owned by UVHAT.

Mr. Summers proposed that UVHAT be asked to arrange to legally transfer, through their solicitors, their parcel of land on the site to the Parish Council, at a suggested peppercorn consideration of £1, with any deemed requirement for a peppercorn ground rent payable by UVHAT to also be looked into.  This was seconded by Mr. Dickens and all were in favour. GS

10. Planning

Fieldside Cottage: Mr Farrell agreed to investigate the position regarding the wall on the corner of Fieldside RJF

Beeching Close: nothing further to report.

11. Reports from Councillors on areas of responsibility

i) Roads and Footpaths

Footpath to Blewbury: Mr Norman reported that Blewbury Parish Council had written that they would be happy to participate in a joint approach to making some improvement in Coffin Way, subject to this not involving a substantial investment of time and money. Mr Dickens volunteered to join Mr Norman in the meeting to be arranged with Mr M Sumner, the OCC Footpaths Officer, and representatives of Blewbury PC. SN/JD

Cutting of Footpaths: Mr Norman reported that OCC’s latest correspondence indicated that the issue of cutting Upton’s footpaths was “being looked at”. Mr Norman will enquire on what timescale we might expect a response. SN

ii) Amenities including Recreation Ground

Mr Brown reported that the ground had been too wet for any work to take place on constructing the cycle trail

(Clerk’s note: a letter of thanks has been sent to all those involved with grass cutting the recreation ground this year.)

iii) Young Parishioners including Play Area – no report

iv) Communications – nothing to report

v) Volunteer Group

Work completed: Mr Brown reported that the Chapel Furlong dog bin was now back in situ.

Work planned: clearing Post Office Lane – this will be carried out in the near future.

It was noted that there will be a number of tasks to be undertaken on fences and footways once the village hall nears completion.

vi) N.A.G. The clerk said that Mrs Davies has forwarded the completed questionnaires to the Vale and we expect to receive feedback in January.

vii) UKAEA Local Liaison Committee – Mr Brown will attend the December meeting.

viii) Parish Transport Rep – Mr Summers spoke about the Local Transport Plan 3 for period 2011 – 2030. The current phase of the consultation ends on 18 December. Details of the process can be viewed online at www.oxfordshire.gov.uk/ltpconsultation. Through Upton News Mr Summers will request villagers views be fed back to him for coordination. GS

It was noted that the bus timetable cover is cracked. Mr Summers will enquire who has the responsibility of providing a replacement. GS

ix) Energy Saving Initiative – no progress

x) Community Responders – Mr Brown said that there are 4 pairs of responders who are able to cover most of the time. Upton’s responders have produced a briefing note for local village newsletters.

A response has been received from Chilton from someone wishing to join. It is hoped to be able to help set up groups in other villages.

12. Finance

i) Annual Return: BDO’s audit opinion has been received. Mr Dickens proposed that the Annual Return be approved and accepted by the Council. This was seconded by Mr Norman. All were in favour.

BDO drew attention to the level of Fidelity Guarantee cover which appeared to be inadequate. It was noted that the Parish Council now insures with AVIVA and the cover is £100,000. No action required.

ii) Payments since last meeting

Donation to S. Central League of Friends Ambulance Trust – £250

M Brown (replacement parts for goal post) – £17.07

BDO Audit fee – £166.75

Clerk’s Salary – £311.80

1^st Interim Payment to ABS – £26,600 + VAT

The above payments were agreed.

iii) Receipts since last meeting: bank interest September 65p, October 64p

Precept – 2^nd half year payment – £3625.00

Repayment of VAT – £55.43

Loan from UVHAT – £21,000

The above receipts were noted.

13. Nomination for VWH Chairman’s Awards Lunch

There were 4 nominations for the Chairman’s Awards Lunch. Clerk to complete the necessary forms. CL

14. Correspondence recently received

i) Invitation to Vale Planning Meeting – 18 November

ii) Vale Consultation exercise: Planning Services

iii) Health News Issue 3 2009

iv) CPRE Newsletter Autumn 2009

v) Appeals from CAB, Oxfordshire Association for the Blind,

vi) Oxfordshire CC Fire & Rescue Service. Oxfordshire’s Fire Authority Risk Management Consultation Plan. See www.oxfordshire.gov.uk/irmp, under fire-related pages, response to be made on line by 31^st January 2010.

The above mentioned correspondence is in circulation.

15. Date of next meeting: The next meeting is to be held on Wednesday 27^th January 2010.

The meeting closed at 10.20 p.m.

Clare Lightfoot, Clerk

Tel: 01235 850486

26^th November 2009

UPTON PARISH COUNCIL

Minutes of Extraordinary Meeting of Upton Parish Council held on Monday 16^th November 2009 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 1 parishioner.

1. Apologies received from Mr D Mason and 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 recorded.

3. Planning Application: UPT/21018 – 09/01905 – 4 Fieldside. Erection of a rear extension, extending the downstairs living space with a single storey conservatory and adding a second storey onto the bathroom/.utility area to create one additional bedroom and bathroom. Applicant Mrs Eleanor Bunston. The plans were examined and the Parish Council had no objections. Clerk to advise the Planning Department accordingly. Clerk

The Chairman closed the meeting at 8.20 p.m.

Clare Lightfoot, Clerk

19^th November 2009

Minutes of Extraordinary Meeting of Upton Parish Council in the Methodist Church on

Friday 16^th October 2009 at 8.00 pm

Attendees: Mr M Brown (Chairman), Mr D Mason , Mr S Norman, Mrs T Seelig, Mr G Summers,

Mr B Simpson (deputy clerk) and Mrs C Lightfoot (clerk). 14 Parishioners attended

1. Apologies: received from Mr J Dickens

2. Declarations of Interest

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

3. Village Hall

Mr Simpson explained that it is advantageous for Grants totalling £85,750 to be paid to the Parish Council in order that VAT can be reclaimed on a contract placed with the builder to the total value of £94,770. It is proposed that the overall contract be split into 2 parts: Parish Council – £94,770 ; UVHAT – £18,770. Mr Simpson said that ABS’s tender was the lowest and he recommended “that the Parish Council enter into a contract with ABS General Builders Ltd for a part of the village hall extension at a cost of £94,770.” After discussion Mrs Seelig proposed this resolution, seconded by Mr Summers. All were in favour.

Mr Simpson said that payment would be made by the Parish Council in 3 stages at the end of each month, subject to the managing architect being satisfied with the progress of the work, plus a final payment after the work is completed. VAT will be reclaimed on a monthly basis. In order to make sure the Council does not go into the red permission to borrow up to £27k will be required for which permission from the Secretary of State is required.

Mr Simpson recommended that the Parish Council:

1. Apply to the Secretary of State at the Department for Communities and Local Government for approval to borrow up to £27,000 to meet building costs pending re-imbursement by SEEDA.

1. Borrow the money preferably from UVHAT, failing that from local residents and as a last resort from its bank.

After debate this resolution was proposed by Mr Norman, seconded by Mr Mason. All were in favour

4. Agree the changes around the village hall

The Chairman suspended SO15a to enable parishioners to debate issues relating to changes around the village hall. A draft sketch plan was distributed for comment.

In summary the following was agreed:

Car park: the entrance line of the existing car park will remain but the back right hand corner will be removed to allow the existing car park to accommodate 13 cars. The car park and the extended corner will be resurfaced with some built in drainage to avoid existing flooding.

A new car park will be laid on the north side of the existing car park to accommodate an overflow of 20 cars. Subject to the approval of the Planning Office, a type of plastic matting through which the grass will grow will be used as the surface. It was noted that the work on the existing car park will only go ahead when money is available and the extension will follow once the re-surfacing work is complete.

Shrubbery and tree plantation : it was agreed that the idea of shrubs and trees will not be taken forward.

Patio: this will be built as drawn on the sketch. It is hoped that the builder will dig out the area such that rubble from the hall wall that will be dismantled can be used as a base for the patio.

Extending the play area: the fence from the hall to the Beeching Close property will be replaced on its existing line. It is hoped to provide further play equipment for 3-6 year olds as and when funds are available but it is not felt that this will require a larger area. It was agreed to install two 180 degree swing gates into the play area fencing, one near to the existing gate and a new one next to the west wall of the hall extension.

What to do with the soil and sub-soil: the Chairman said that it would be cost effective to keep soil and sub soil from the extension footings on site. Suggested uses are:

1) Spread the soil in the area adjacent to the Beeching Close properties where there is quite a dip.

2) Taper off the steep bank alongside the road in the children’s playground such that the bank will be easier to keep tidy.

3) Create a wild play area to be used for rough cycling.

5. Future of the Mounds

An idea had been mooted through Upton News that the mounds be removed as it appeared they were rarely used and it would reduce the time spent on maintaining the area. It has transpired that there are youngsters in the village who do enjoy using the mounds and one teenager (Tam Hawkins) had collected about 70 signatures asking for the retention of some sort of rough cycling facility.

Prior to the meeting Mr Brown and Mr Dickens had met with Tam to discuss his ideas.

It was agreed at that get together that four of the mounds could be removed and that the 3 that remained are not really what the teenagers want, they are better than nothing but would need to be re-engineered. Ideally they want an area down the west side of the Recreation Ground that they can sculpt themselves into a rough ride area providing the P.C. arranges to deposit soil in the area for them to use.

After debate, the PC agreed that 3 of the existing mounds will remain in the Recreation Ground but will be re-engineered to make them easier to maintain and suitable as a play feature for young children. Much of the soil from the extension will be transported to the west side of the Recreation Ground just north of the Ball Wall for the teenagers to use to create their own cycling area.

It should be noted that all this work is dependant on the P.C. and the Building Contractor being able to work together to the mutual benefit of both parties.

The Chairman declared the meeting closed at 10.20 p.m.

Clare Lightfoot, Clerk

Tel: 01235 850486

19^th October 2009

UPTON PARISH COUNCIL

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

Wednesday, 23^rd Sept 2009 at 8.00 pm

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

Mr B Simpson (part time), Mr R Farrell (part time), Mr S Lilley (part time) & PCSO M Claydon (part time)

1. Apologies for absence were 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 Wednesday 22^nd July 2009 having been previously circulated were agreed to be a true record and signed by the Chairman.

4. Matters Arising

i) Dog Bin: see item 11(vi)

ii) Footpath to Blewbury – taken under item (11i)

iii) Cutting Footpaths – taken under item (11i)

iv) Development of Recreation Ground around Village Hall – taken under item (9)

v) Swine Flu Precautions: a note setting out proposed local plans in the event of a swine flue outbreak was published in the August Upton News.

5. PCSO’s Report

PCSO Claydon reported on recent activities with the Speed Indicator device in Chilton Road he said that in the first instance warning letters will be sent to offenders. During recent village Police Surgeries anti-social incidents were continuing to be raised as an issue. Diaries had been distributed to households in Fieldside. He will be gathering these in to establish a pattern of occurrences. He reported that a Section 59 had been given to a young person using a motorcycle on the recreation ground. Operation Migrate dealing with hare coursing is about to commence. He wished to reassure the people of Upton that the Police are there for us and that frequent patrols are undertaken through the village at various times through the night and day.

6. County Councillor’s Report

i) South Central Transport Strategy Study: Mr Lilley reported that Cabinet have met and endorsed the recommendation. Further consultation and detailed costing now have to be pursued. He agreed to email the plan to the Clerk.

ii) Oxfordshire County Fire Service has come out 4^th for efficiency in a Government audit.

iii) Incinerator: the preferred supplier is VIRIDOR. Planning applications will be considered at a meeting on 19^th October.

iv) Rural Bus Services: Mr Lilley spoke of the importance of rural bus services and the need for value for money to be demonstrated where subsidies are involved. Mr Summers (PTR) will keep Mr Lilley informed of any problems encountered with the service.

7. District Councillor’s Report

Mr Farrell said the District Council welcomed the production of SCOTS. He referred to the knock on effect for social housing citing the “Section 106 Agreement”.

The Vale is currently starting to build its budget and is faced with the difficulty of a drop in income from interest and other revenue streams.

8. Villagers’ Forum. No villagers were present.

9. Co-option of Deputy Clerk

i) Proposal 1 That the Council co-opts Mr Brian Simpson as Deputy Clerk until March 31^st 2010 to assist with the additional workload that will result from going ahead with the construction of the Village Hall extension. Proposer Mr M. Brown, seconded by Mr Summers, all in favour. It was noted that this is a voluntary post, however the Parish Council agreed to reimburse Mr Simpson any out of pocket expenses.

ii) Deputy Clerk’s Report on Village Hall Extension. Mr Simpson circulated a note detailing the estimated cost of the hall extension and source of funds (attached). It was hoped that the work would commence mid-November, with a completion date around end February 2010.

Mr Simpson explained that there were 2 obstacles relating to cash flow. The Council must pay VAT in advance of recovering it from HMRC. (HMRC have agreed VAT can be reclaimed on a monthly basis instead of 3 monthly as at present.) Invoices need to be paid upfront, and are then submitted to SEEDA for the grant to be paid. Mr Simpson said that to enable the Parish Council to apply for a bridging loan permission has to be granted by the Secretary of State for Local Government. He proposed that we hold an Extraordinary Meeting in 4 weeks time (~22^nd October 2009) to give formal agreement to apply for borrowing.

It was agreed that the Clerk and Deputy Clerk should arrange a meeting with the bank to investigate the cost of borrowing. BS/CL

Mr Brown said that he had been asked to act as technical interface between the contractor and UVHAT. He is intending to discuss with the contractor taking out of the contract the removal from site of subsoil, topsoil and brickwork. The old brickwork can be used as a foundation to the patio and the soil used to construct a multi-use grass platform. It was agreed to insert an article in Upton News to gauge the feeling of villagers in respect of using the soil to create the platform and the possibility of removing the existing mounds. JD

iii) Land Ownership: Mr Brown said that part of the land on which the village hall extension is to be built, according to the deeds, is currently owned by the Parish Council. Likewise part of the children’s playground is owned by UVHAT. Mr Summers proposed that rationalization of the land ownership be undertaken. The PC will liaise with UVHAT on this matter. CL

10. Planning

UPT/4960/3 – Maslina and UPT/10946/2 – Midway, Prospect Road

It was noted that both these applications have been permitted.

Mr Duffield, Director of Planning. has now replied to our letter accepting 2 of our suggestions. In future it is hoped we will receive an automated notification of minor amendments and also have sight of the officer’s report before the planning committee meeting.

Fieldside Cottage: Mr Farrell reported that an enforcement notice is to be issued in respect of the boundary wall.

Beeching Close: Mr Brown reported that the Ombudsman has taken the matter up with both the District and County Councils

11. Reports from Councillors on areas of responsibility

i) Roads and Footpaths

Footpath to Blewbury:

Mr Norman reported that Blewbury Parish Council had put the ball back in our court to liaise with the landowners. Mark Sumner (Oxfordshire CC) is agreeable to attend a meeting with the landowners and Parish Councils. If agreement could be reached, Mark Sumner would be prepared to supervise levelling of the path, ensuring the width be maintained. Mr Norman will arrange a meeting with Blewbury Parish Council and Mark Sumner. SN

Cutting of Footpaths:

Mr Norman outlined the role which could be undertaken by the Parish Council ? in respect of keeping footpaths clear. The only footpath in Upton which is currently in need of attention is that behind the George and Dragon. The Chairman proposed that Mr Norman arranges, through Mark Sumner, for the Oxfordshire CC Task Force Supervisor to propose a way in which the Parish Council could take responsibility for maintaining all the footpaths in the parish. SN

ii) Amenities including Recreation Ground:

Mr Brown put forward the idea that the humps in the recreation ground be levelled to enable grass cutting to be more effectively carried out. Mr Dickens proposed that a note be put in Upton News to seek reaction to this idea. JD

iii) Young Parishioners including Play Area:

Playsafety Annual Inspection Report had been circulated. There were no major issues arising.

iv) Village Hall: see item 9.

v) Communications: nothing to report.

vi) Volunteer Group:

The following tasks have been completed:

Dog Bin has been erected at the end of Chapel Furlong adjacent to the Sustrans Cycle track.

Outside tap installed for village hall.

Notice board repaired and reinstated.

Work already planned:

Repair patches on Recreation Ground

Tidy up Post Office Lane

Tidy up area and install planter alongside Bus Shelter

The Volunteer Group Steering Committee will walk around the hall and frog alley on Saturday 26^th September to discuss tasks which they might undertake.

vii) N.A.G:. no report

viii) UKAEA Local Liaison Committee: Mr Brown to attend the next meeting

ix) Parish Transport Rep: Mr Summer’s report attached.

x) Energy Saving Initiative: Clerk to ask Mrs Seelig to arrange for Mr Ian Bacon to attend the Extraordinary Parish Council meeting on Thursday 22^nd October to give an overview on the workings of the ESI in Blewbury. The Parish Council will then be better placed to determine whether an open meeting be held in Upton. CL/TS

xi) Community Responders:

Proposal 2. That the Parish Council donates £250 on behalf of the village to the South Central Ambulance Service League of Friends in appreciation of them donating £1600 of equipment for the use of the Village’s Community Responder Group. Proposed by Mr M Brown, seconded by Mr G Summers, all in favour. It was noted that parishioners have also collectively donated £235.

12. Finance

i) Completion of Audit – the Clerk reported that the audit is not yet complete. BDO have requested a copy of our Risk Assessment.

ii) Payments since last meeting

Invoices for payment:

Glasdon – purchase of dog bin – £109.73

Playsafe – inspection fee – £82.80

Mrs Maytham – expenses re village tea party – £8.33

Mr Brown – purchase of fuel for mowers – £182.73

Clerk’s Salary – £311.80

iii) Receipts since last meeting: bank interest July 68p, August 71p

Repayment of VAT – £50.97

The above payments and receipts were noted.

13. Correspondence recently received

i) OCC Countryside Services

ii) OALC – August update

iii) CPRE Briefing July – August 2009

iv) Police Update – August & September

v) ORCC News Bulletin September

vi) Letters from Chairman of Vale thanking us for hospitality

Correspondence has been emailed to councillors or is in circulation.

14. Date of next meeting: The next meeting is to be held on Wednesday 25^th November 2009.

Meeting closed at 10.45 p.m.

Clare Lightfoot, Clerk
Tel: 01235 850486
29^th Sept 2009

UPTON PARISH COUNCIL

Minutes of Extraordinary Meeting of Upton Parish Council in the Methodist Church on

Thursday 2^nd July 2009 at 8.00 pm

1. Apologies: none received

2. Declarations of Interest

Members are asked to declare any personal interest and the nature of that interest which they may have in any of the items under consideration at this meeting. Any Member arriving after the start of the meeting is asked to declare personal interests as necessary as soon as practicable after their arrival even if the item in question has been considered; Mr Dickens declared a prejudicial interest at item 3(ii).

3. Planning Applications:

(i) OCC Ref MW/0127/09 – Chilton Waste Services. Proposed extension to MRF and waste transfer station. Applicant Mr J Richardson. Mr Brown, Mr Norman and Mr Summers had held a site meeting at Chilton Waste Services. Mr Summers put the application into context and a discussion then ensued. The Parish Council had no objections to the application with the proviso that the conditions set by Oxfordshire County Council be enforced, ie the applicant continues to reclaim land and improves the surface of the track. Clerk to respond to OCC. Clerk

(ii) UPT/10946/2 09/00941/FUL – Extension to existing bungalow to construct first floor and alterations including repositioning of window, front entrance and garage width at Midway, Prospect Road. Applicant Mr J Dickens. The proposed plans were examined and discussed. The Parish Council had no objections. Clerk to respond to the Vale Planning Department accordingly. Clerk

4. Development of the Recreation Ground around the Village Hall. The Chairman said that it is the Parish Council’s responsibility to provide the patio and car park to complement the refurbishment of the hall but the funding for it will have to come from the central fund. (It was noted that fund raising is still required to enable UVHAT to undertake the refurbishment.) It was agreed that Mr Brown will sketch a plan for the car park and patio for discussion at the next Parish Council meeting. The Volunteer Working Group to be asked to do a feasibility study to re-site the children’s play area and use the existing play area as the car park.

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

Clare Lightfoot, Clerk

Tel: 01235 850486

3^rd July 2009

2009-2010