UPTON PARISH COUNCIL

Minutes of an Extraordinary Meeting of Upton Parish Council

held on Thursday 12^th February 2009 at 8.00 p.m. in the Methodist Church

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

1. Apologies for absence were received and accepted from 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 (please refer to the notes at the end of agenda).

None recorded.

3. Planning Application

UPT/20176/1 – demolish roof to existing and raise ridge height to create new first floor and room in the roof, also kitchen area to ground floor at Stream Cottage, Stream Road. Applicant Mr S Fraser. The plans were examined and discussed. The Parish Council had no objection to the plans. However, it would appear that part of the plot may still be designated as “agricultural” land. The clerk was asked to respond to the Vale of the White Horse accordingly. Clerk

4. Invoices for payment: Annual membership of Oxfordshire Playing Fields Association is now due – £32. The plans for the village hall extension have now been redrawn and are ready for submission to the Vale of the White Horse. As agreed at the Parish Council meeting on Wednesday 28^th January 2009, (minute 12(iv)) the fee of £335 is now due. The Chairman proposed that these accounts be paid, all were in favour.

There being no further business, the Chairman closed the Meeting at 8.25 pm

Clare Lightfoot

19^th February 2009

Clerk, Upton Parish Council

UPTON PARISH COUNCIL

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

Wednesday, 28^th January 2009 at 8.00 pm

Present: Mr M Brown (Chairman), Mr D Mason, Mr S Norman, Mrs T Seelig, Mrs Lightfoot (Clerk),

Mr R Farrell (part time), Mr C Lamont (part time) PCSO C Johnson (part time).

1. Apologies received and accepted from Mr J Dickens

2. Declarations of Interest

None recorded

3. Minutes of meeting of Upton Parish Council held on Wednesday 26^th November 2008 having been previously circulated were agreed to be a true record and signed by the Chairman.

4. Matters Arising

i) Future of volunteer groups – it was agreed to add this to the agenda of the Annual Parish Meeting.

ii) Model Publication Scheme – discussion on this item is recorded at item 13.

5. Police Report

PCSO Johnson reported that a car had recently been stolen from Fieldside. She said that there will be heightened police activity to counter vandalism on Churn Hill. She noted that the SID machine had picked up 36 speeding vehicles on the A417 in Upton during a 3 month period at the end of 2008.

6. Co-option of additional councillor: Mr Brown reported that he is hopeful that an additional councillor will be co-opted at our next meeting.

7. County Councillor’s Report. Mr Lamont quoted from the Oxfordshire Economic Partnership report:

an additional £2.3M has been granted for Didcot Centre improvements; Didcot Railway station is to undergo a £5.4M redevelopment. Oxford is bidding for the City of Culture in 2010.

8. District Councillor’s Report

Mr Farrell spoke of the budgetary problems faced by the Vale largely due to the high usage of the concessionary bus fare scheme. This is being addressed over the next 2 years by SODC and the Vale sharing services resulting in the merger of senior management posts and a number of redundancies being made. There is to be rationalisation of waste collection, household waste will remain on weekly collection, landfill waste will be every other week.

9. Villagers’ Forum – in the absence of parishioners there was no discussion.

10. Planning Applications

UPT/17100/1 – Insertion of 2 dormer windows to rear of property, alterations to windows, repositioning of rear door and windows, trimming, cutting and cropping of existing purlin and formation of bathroom in attic space at Stocks, Stream Road. It was noted that this application was permitted on 7^th January 2009.

UPT/15731/3 09/00018/FUL – Renovation of barn including vertical extension to provide family room, utility room, shower room, master bedroom and en-suite bathroom at the Coach House, Alden Farm Lane. Applicants Mr & Mrs J Carpenter. These plans were discussed and the Parish Council had no objections. The Clerk to write to the Vale accordingly. Clerk

Beeching Close Update: The Chairman reported that he and Mr de Wilde had met with the Vale Planners. He said that this meeting had been disappointing with the upshot being that only minor concessions had been made. Due to the errors in the original Highway’s report the Vale have agreed to request another report from the County Council Engineers, the response is still awaited.

11. Parish Transport Representative

No replacement has yet been found for Mr & Mrs Gardiner. A note will go in Upton News to ask if anyone will undertake this role. The clerk to advise that the temporary contact for this parish will be the Clerk. It was noted that the next P.T.R. meeting is to take place on 15^th April 2009 in Oxford.

12. Reports from Councillors’ on areas of responsibility

i) Roads and Footpaths

Mr Norman reported that a confusing email had been received from Oxfordshire County Council advising that they are responsible for keeping footpaths clear. The Chairman had responded to the email asking for clarification.

ii) Recreation Ground. The Chairman reported that the mowers have been serviced. He reported that he will be contacting the existing group of volunteers plus 2 additional ones in the next few days with a view to putting together this summer’s rota. He will also be putting a request in the Upton News for any additional volunteers who may like to help out.

iii) Playground. Mrs Seelig and Mr Dickens will discuss the inspection rota. They will also look at a “play humps” concept.

iv) Village Hall. The Chairman reported that the presently available funding would not allow for the immediate installation of the dividing partition and therefore there would be a considerable delay in providing a small meeting room at the end of the main hall. To counter the problem some modifications are being suggested, ie 1 metre added to the length of the extension to enabling the archive room to become a 12’ x 15’ meeting room. The Parish Council agreed to submit the revised plans at a cost of £335.

v) Planning – see item 9.

vi) Young Parishioners. Mr Mason continues to review suggestions for addressing activities for young parishioners and will have some ideas in place for the March meeting.

vii) Communications and other Amenities. The Chairman expressed his thanks to Mr Brian Rippon for the work he continues to do on the Web site and in particular for the work he did to allow the council to meet its obligation to the Model Publication Scheme.

viii) NAG. Mrs Celia Davies, Neighbourhood Watch Coordinator, had attended the recent NAG meeting on behalf of Upton.

ix) UKAEA Stakeholders Committee. A PC representative to replace Ms Drew on this committee has not yet been agreed.

x) Playground Management Committee. Nothing further to report

xi) Energy Saving Initiative. No response has been received from parishioners following the article in Upton News. The idea will be discussed at the annual parish meeting in April.

13. Finance

i) Discuss and agree estimates including the setting of Precept for 2009/10.

Budgets having been previously circulated were discussed. It was agreed to keep the precept at £7250. Both the Estimated Budget for 2009 – 2010 and the predicted council Reserves will now be posted on the web.

ii) Statement of Financial Situation.

The Chairman reported that this year’s financial situation was exactly where we would expect it to be. It was noted that interest on our account has dropped from £32 to £7 per month.

iii) Invoices for payment since last meeting

PWLB – Loan repayment 29/12/08 – £412.91

Clerk’s Salary & expenses – December & January 09 – £333.18

Society of Local Council Clerks, annual subscription – £61

VWH Dog bin emptying – period 1/7/08 – 31/12/08 – £97.46

The above payments were agreed

iv) Financial transactions since last meeting

Bank Interest: Nov £32.01, Dec £7.03

The above receipts were noted.

14. Model Publication Scheme.

The council had more than met its initial obligation in setting up a Publication Scheme that meets with the government requirements. It just remains to put 7 or 8 more documents on the village website, about 60 have already been posted.

The Parish Council unanimously approved both the Annual Council Plan 2008-9; and

The Document Storage Proposed System, both had been previously circulated. Both documents will now be put on the web.

The implementation of the Publication Scheme whilst it had created a lot of work has also resulted in a major overhaul of how the council stores its documentation for the long term, this in turn is also going to result in a lot of additional work for the Clerk and for the Chairman.

Mr Norman apologised for not yet having reviewed the council’s Financial Regulations, he promised to complete the job in the next few days and return them for publication. SN

15. Litter Pick: It was agreed to hold the village annual litter pick on 28^th March.

Meet at the village hall at 9.30 for tea and biscuits and set off between 9.45 and 10.00. The Chairman will organise it as for previous years. MB

16. Nomination for VWH Chairman’s Community Awards Lunch

The council had received a request to nominate a parishioner who has made a significant contribution to sport to attend the annual Chairman’s Community Awards Lunch at the Guildhall. It was agreed to nominate Mr Brian Arnold in recognition of his contribution to local rugby. MB

17. Correspondence recently received

i) Your Vale Your Future – strategy for sustainable communities 2008-2016. Copies of this document were distributed to members for retention.

ii) Your Vale – Your Future. Comments on core strategy preferred options requested by 27^th February 2009.

iii) “Communities in Control: real people, real power: code of recommended practice on Local Authority publicity” – consultation paper

iv) Southern Central Oxfordshire Transport Strategy (SCOTS) – draft for comment by 28^th April 2009

v) VWH – Grants for additional parish litter cleansing 2009-10

vi) TOE – 10^th Anniversary report

vi) ORCC Review – Autumn/Winter 2008

viii) UKAEA Harwell Decommissioning Update. Winter 2008

ix) VWH – Budget proposals 2009/10

x) Local Community Flood Groups

xi) VWH – Air your views on air quality in Abingdon

xii) Arts a la Carte – Workshops in the community

viii) Home2School Newsletter – Spring 2009

The above correspondence was noted.

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

Clare Lightfoot, Clerk

Tel: 01235 850486

4^th February 2009

Minutes of meeting of Upton Parish Council held on Wednesday, 26^th November 2008 at 8.00 pm in the Village Hall

Present: Mr M Brown (Chairman), Mr J Dickens, Mr S Norman, Mr C Lamont (part time),

Mr R Farrell (part time) and Mrs C Lightfoot (Clerk)

1. Apologies for absence were received and accepted from Mr Mason (business commitments)

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. Election of vice chairman.

The Chairman said that the election of vice chairman was for a period of 6 months, until May 2009.

Mr Norman was proposed by Mr Dickens, seconded by Mr Brown. Mr Norman was duly elected.

4. Minutes of meeting of Upton Parish Council held on Wednesday 24 September 2008 and an Extraordinary Meeting held on 16^th October 2008 having been previously circulated were agreed to be a true record and signed by the Chairman.

5. Matters Arising from meeting of 24^th September:

• Future of Volunteer Group, it was agreed that we defer discussion until a full council was present.
• Clerk is arranging for the bank mandate to be updated to reflect Mr Dickens becoming signatory.

6. County Councillor’s Report

Mr Lamont reported that there is to be an extraordinary meeting of Oxfordshire County Council on 27^th November. This is in order to change the constitution and to adopt the “Strong Leadership Model” resulting in the leader serving a 4 year term. Plans for incinerators in Ardley and Sutton Courtenay will come before the Planning and Regulatory Committee in January.

7. District Councillor’s Report

Mr Farrell told the meeting that the Core Strategy is to be discussed by the Development Control Committee and Vale Executive on 3^rd December. The preferred options will go out for consultation in January.

8. Villagers’ Forum – in the absence of any villagers there was no discussion

9. Planning Applications

UPT/832/5 – modification of planning obligation – Mr R Napper: the Chairman reported that this is simply a question of the farmer having to maintain a certain number of fields so that the farm remains viable. The PC had no objections to this.

UPT/18307/3 – erection of single 2 storey family dwelling at 1 Beeching Close. The Chairman has been invited to meet with the Chairman of the Development Control Committee, a Legal Representative, Mr Farrell and Mr Gilbert on 27^th November at which questions raised in recent correspondence will be addressed. The Chairman said all we wanted from the Vale Planners was openness, consistency and honesty.

UPT/20226/1 – Hitherto – this has now been permitted. Mr Farrell said that the PC letter of objection was read out at the Development Control Committee. He said that unless the objection has a planning principle grounding then our objections will fail. The Chairman asked Mr Farrell how can we obtain a copy of “Planning Principles” in order to learn. Answer –You cant as they are spread all over the place.

UPT/8232/4 – erection of summerhouse/garden store at Manor Lawns, High Street for

Mr M Collins – permitted.

UPT/17100/1 – Insertion of 2 dormer windows to rear of property, alterations to windows, repositioning of rear door and windows, trimming, cutting and cropping of existing purlin and formation of bathroom in attic space at Stocks, Stream Road. Applicant Dr S Whatmore. The PC examined the plans and had no objections. Clerk to reply accordingly. Clerk

10. Parish Transport Representatives Report

Oxfordshire County Council have written requesting that PTRs in future be PC members in order that there is just one point of contact. Mr & Mrs Gardiner have written resigning from this role. The clerk has written to thank them for their diligence over the past 8 years. A new PTR is required and this will be an agenda item at the next PC meeting. Clerk

11. Reports from Councillors’ on areas of responsibility

i) Roads and Footpaths: cycle track to Blewbury – Mr Norman reported that this is ongoing.

Frog Alley: no further progress has been made. (to allay his concerns, Mr Norman was asked to look into the consequence of downgrading Frog Alley from an unmade road to a footpath) SN

Mr Norman will contact Highways to request bushes at the junction of A417/road to Horse and Harrow be trimmed back to facilitate better vision. SN

ii) Recreation Ground – working parties have completed laying new safety surfaces in the Playground. A start has been made on laying the old rubber clad, concrete slabs, in front of the ball-wall to improve the surface for playing cricket etc. Leaves have been cleared up and low branches have been removed in the Playground as per ROSPA report.

The Chairman said that a letter of thanks will go to those involved with mowing the grass during the past season. The self propelled mower will be serviced after Christmas.

iii) Playground – Mr Dickens reported that Mrs Tibbetts and Mrs Lott have agreed to serve on the Playground Committee. He will devise a rota for playground inspection. JD

iv) Village Hall (Progress on funding for Extension) – £100 has been donated by the 1^st Upton and Blewbury Brownie Pack and a surplus of £135 was made on the Hansel and Gretel production, this brings the total contributed from the village including the promises to £9161.

v) Planning: See above. There was a general discussion about the shortcomings of the local planning system and the way it is organised such that the Parish Council cannot have any say in the size of new buildings or the materials of which they are constructed.

vi) Young Parishioners – in the absence of Mr Mason there was no report

vii) Communications and other Amenities – nothing to report

viii) NAG – the next meeting has been deferred until 15^th January 2009. Mr Dickens will attend.

ix) UKAEA Stakeholders Committee: Mrs Seelig is reviewing the file to see if this is a Committee which she will undertake. It was noted that a villager has complained about the road humps in Curie Avenue.

x) Energy Saving Initiative

The Chairman proposed that he ask through Upton News whether there is anybody willing to join a working group to take this initiative forward. MB

12. New Model Publication Scheme

The Chairman proposed we adopt the Government Model Publication Scheme as written, seconded by Mr Dickens, all in favour. It was noted that we are required, under the Freedom of Information Act, to hold a directory of all documentation and where it can be found, either in hard copy or on the web. Mr Dickens, Mr Norman and Mr Brown will meet on Sunday 30^th November at 9.00 a.m. to discuss what is immediately required. JD/SN/MB

13. Finance

i) Audit Report: in their report BDO noted that our assets were under insured. A revised asset register was distributed. The Chairman proposed that each councillor reviews this alongside the PC’s Risk Assessment and return to the next meeting with an informed view on whether or not we should raise our insurance cover. ALL

Mr Norman proposed that the PC has noted the recommendations in BDO’s Audit Report and has taken appropriate action. Seconded by Mr Dickens, all in favour.

ii) Invoices for payment since last meeting

Clerk’s Salary – October & November – £311.80

Mr Brown – £65.57 – petrol for grass cutting and sundry items for making gate for mower to enter the new burial ground.

The above payments were agreed.

iv) Financial transactions since last meeting

Bank Interest: Sept £28.88, Oct £27.68

Precept – £3625

The above receipts were noted. However, the £20 invoice raised on Mr & Mrs Wright for 2 cuts to footpath at rear of George & Dragon remains unpaid. The clerk was asked to write to Mr & Mrs Wright. Clerk

v) The Chairman stated that he had reviewed the current financial situation and that both spend and receipts were in line with budget predictions. The Chairman and the Clerk will meet in the next few weeks to prepare next years budget such that the pre-cept can be set at the next meeting.

14. Correspondence recently received

i) Oxfordshire Playing Fields Assn, Annual Report 2007-08

ii) VWH – Local Community Flood Groups

iii VWH – Future Development in Vale – Core Strategy

iv) Vale Youth Magazine (VYM) – 1^st edition

v) Oxfordshire Primary Care Trust Strategy 2008 – 2013 – feedback meeting 2 December

vi) VWH Community Safety Partnership Forum – 11 December 9.30 a.m. Clerk to contact Neighbourhood Watch Coordinator to invite her to attend. Clerk

vii) Communities & Local Government consultation: Communities in Control: Real people, real power: codes of conduct for local authority members and employees. To respond by 24/12/08

viii) CPRE – Anti litter Campaign

The above correspondence was noted.

15. Date of next meeting. The next meeting is to be held on Wednesday 28 January 2009.

Clare Lightfoot, Clerk

Tel: 01235 850486

27th November 2008