UPTON PARISH COUNCIL

Minutes of meeting of Upton Parish Council

held on Tuesday, 13^th May 2008 at 8.00 pm in the Village Hall

Present: Miss B Drew (Chairman), Mr J Dickens, Mr S Norman, Mrs T Seelig,

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

Mr B Simpson (Internal Auditor) (part-time)

1. Apologies for absence received and accepted from Mr M Brown

2. Declaration 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 Officers

Office Nominee Proposed Seconded

Chairman Mr M Brown Mr J Dickens Mrs T Seelig

Vice Chairman Miss B Drew Mrs T Seelig Mr S Norman.

4. Co-option of Additional Parish Councillor

Mr David Mason had been approached by the Chairman and is willing to become a member of the Parish Council. The meeting was unanimously in favour of his co-option. Mr Mason will be invited to attend the July meeting.

5. Minutes of meeting of Upton Parish Council held on 11^th March & 2^nd April 2008.

Mr Farrell requested the following amendment to the minutes of 11^th March. Item 6. AONB at Rear of George & Dragon, penultimate para, should read “Mr Farrell defended the action taken by the Vale Enforcement Officer in protecting the ANOB stating that enforcement of such matters had a lower priority than issues such as unauthorised work on listed buildings, building work without permission or incorrectly positioned of TPO’d trees”. Mr Norman proposed that the amendment be made, seconded by Mr Dickens, all in favour. The duly amended minutes of 11^th March and the minutes of 2^nd April 2008 were agreed to be a true record and signed by the Chairman.

4. Matters Arising

11/03/08 Field at rear of George & Dragon: we are awaiting a response from Mr Hood to our letter of 5^th May 2008.

11/03/08 Youth in Vale: our nominee, Ben Shaw, had been invited to attend the Celebration of Youth in the Vale but unfortunately was unable to attend.

11/3/08 Post Office Closure: despite our protestations the post office is due to close on 9^th June. Mr Brown is seeking an urgent discussion with Mr Partington of Post Office Ltd to understand what financial support is required to maintain the service, or at the very least what outreach service is being offered.

4/04/08: Planning Applications UPT/16887/1 & UPT/20480 have both been approved by the Vale.

Neighbourhood Action Group

PCSOs Gardiner and Clarke joined the meeting to address any issues we wished to raise. They said that they have an engagement plan which involves door to door visiting. They reported that the SID machine is now fully operational. PCSO Gardiner emphasised that we should not hesitate to call the non-emergency number in the event of any problem occurring in the village.

7. Model code of conduct

Proposal 1 by Miss Drew. That our acceptance of the Model Code of Conduct agreed at our meeting in September 2007 included Para 12(2) and that if the proposal is accepted at our meeting the clerk should write to the District Council to clarify the situation.

The clerk confirmed that following the PC meeting in September 2007 our standing orders were updated to include Para 12(2), however in her email to the Vale she failed to say that in adopting the Model Code of Conduct Para 12(2) had been included. Mr Norman seconded the proposal and it was agreed unanimously. Clerk to confirm to the Vale. Clerk

8. County Councillor’s Report: In Mr Lamont’s absence there was no report.

9. District Councillor’s Report

Mr Farrell spoke about 2 additional burdens being placed on the District Council by the Government, ie the responsibility for stray dogs, and also a responsibility for food safety. These additional responsibilities provide the Vale with the problem of balancing resources against funds.

Mr Farrell said he will enquire whether we can get some help with sweeping leaves in the autumn. RF

10. Future Meeting dates

Miss Drew proposed that as from and including July 2008, Parish Council meetings shall be held on the 4^th Wednesday of every odd number month. Seconded by Mrs Seelig, all in favour. Clerk to issue a list of meeting dates.

11.Villagers’ Open Forum – in the absence of villagers there was no discussion

12. Parish Transport Representatives Report. The clerk reported that the new bus timetable had now been published. She said Mr & Mrs Gardiner were to be congratulated on their efforts in maintaining the bus service. (Clerk’s note: I have since learned from Mr & Mrs Gardiner that the bus users are most unhappy at the 9.00 a.m. service being taken off. This provided a vital link for trains to Oxford.)

Oxfordshire County Council is asking for comments on the Bus Strategy document.

13. Reports from Councillors’ on areas of responsibility:

i) Roads and Footpaths:

Improvements to Footpath to Blewbury: negotiations with landlords – ongoing. Mr Norman reported that Blewbury PC is keen to follow up Mr Kauntz’s idea of providing a cycle path alongside the A417.

ii) Recreation Ground: the recreation ground has been rolled and the fence repaired. Mowing is proceeding with volunteer labour. The delivery of the self-propelled mower is imminent.

iii) Village Hall: Mr Brown had attended a funding meeting with UVHAT and reported, in writing, to the meeting that the cheapest quote for the hall extension, to include the car park and folding doors, is £114k. The intention is to apply to The WREN Community Challenge for a grant of £82,000. A third party funder, probably the Parish Council, will be required to cover 11% of WREN’s total costs, ie £9k in order for this application to be considered. After discussion, the meeting agreed to this in principle.

iv) Planning: a letter had been received from the Vale asking for comments on the proposal to reduce the crown by 20% on a chestnut and sycamore tree at Corderoys, which is in a conservation area. Miss Drew will talk to the Vale to find out exactly what this entails. BD

v) Young Parishioners: nothing further to report

vi) Communications and other Amenities: in a written note, Mr Brown suggested that since Upton News is now more lengthy, the Parish Council should discuss increased printing costs with the Churn Benefice if it approved of the increase in size. The PC was in agreement with paying an appropriate rate. The point was made that if Upton News becomes too lengthy perhaps it is less likely to be read.

vii) NAG: Mr Dickens will be attending a NAG meeting on Wednesday 14^th May. JD

viii) UKAEA Stakeholders Committee: No report.

ix) Playground Management Committee: safety mats are due for delivery on 6^th June. A working party will be required to lay them. MB

Mrs Seelig said that she did not think it possible to buy a suitable piece of play equipment with the money available. Mr Dickens agreed to join the Playground Management Committee. An additional member of this committee is still needed.

x) Energy Saving Initiative: nothing further to report.

14. Lead Roles 2008/9

The Parish Council discussed a re-alignment of areas requiring lead roles. The following areas were suggested:

Roads and Footpaths – to deal with issues arising

Recreation Ground including Playground – to deal with improvements

Youth – to coordinate activities and to gather new ideas

Communications and Amenities – to produce Upton News, liaise with web manager and to coordinate the maintenance of village amenities

Energy Saving Initiative – to initiate new energy saving projects.

There are also several smaller tasks that are to be allocated

Village Hall – to serve on the UVHAT committee.

NAG – to attend the NAG committee

UKAEA – to liaise with Harwell Site

Finance – to be first port of call for Clerk on financial matters

Transport – to liaise with Mr & Mrs Gardiner

Village Workforce – to mobilize the workforce when required.

It was agreed to allocate tasks when our new councillor is present.

15. Village of Year 2008. After discussion it was agreed that Miss Drew will ask Mr de Wilde if he would take the lead in pulling together a proposal. BD

16. Finance

i) Invoices for payment

Clerk’s salary – April & May – £304

Oxford Association of Local Councils – subscription – £107.11(net)

Vale of White Horse –dog bin emptying – £46.21 (paid)

M. Brown – reimbursement for mowing costs – £71.99 (paid)

Clerk – refreshments for annual meeting £14.68 (paid)

*Wicksteed – safety mats – £630 (net) – delivery due 6/6/08

Allianz Insurance – £337.53

ORCC Subscription – £20

M Brown – fuel for tractor – £40

Payment of these invoices was agreed, with the exception of Wicksteed. Mr Norman thought it was unusual for payment to be requested in advance of goods being supplied. (Clerk’s note – Wicksteed confirm that the invoice had been raised in error, payment is not due until end of June.)

iii) Financial transactions since last meeting

Bank interest – March £33.17, April £34.30

These credits were noted.

iii) Audit Plan Mr Brian Simpson presented his Audit Plan (copy attached to these minutes) for consideration. The Chairman proposed “That the Council accepts the Audit Plan drafted by our internal auditor, Mr Brian Simpson”, this was seconded by Mr Norman. The Clerk thanked Mr Simpson for his invaluable advice and help with the year end accounts on behalf of the Parish Council.

iv) Risk Assessment:

The Risk Assessment had been revised by the Chairman and Vice Chairman to take particular account of the new arrangements for grass cutting. Miss Drew proposed that the revised Risk Assessment (dated May 2008), having been circulated before the meeting, should be adopted, seconded by Mrs Seelig, all in favour.

v) Adoption of Accounts:

Copies of the statement of accounts were distributed and discussed. It was proposed by Mr S Norman that the accounts be accepted, seconded by Mr J Dickens, all in favour.

vi) Annual Governance Statement:

Copy of the Annual Governance Statement, having been distributed prior to the meeting, was discussed.

Miss B Drew proposed that the Annual Governance Statement be signed, seconded by Mr J Dickens, the Council unanimously agreed that the Annual Governance Statement be signed by the Chairman.

vii) Charitable Donations:

Requests had been received from FWAG, Oxfordshire Children’s Information Service and Home Start (Southern Oxfordshire). It was agreed that these requests be dealt with in March 2009 along with any other requests which may arise.

viii) Clerk’s Salary.

Proposal 3 by Chairman, “That the salary of our Parish Clerk should be increased in accordance with the terms of her contract such that she is paid on the pay scale LCI17 as from 1^st April 2008.” This was seconded by Mr J Dickens and unanimously agreed.

17. Correspondence recently received

i) Vale of White Horse – Your Vale Your Future. Miss Drew will attend the meeting at Faringdon on 22^nd May. This event will discuss the draft Vale Sustainable Community Strategy. BD

ii) Thames Water’s draft Water Resources Management Plan. Visit website on www.thameswaterconsult.co.uk

iii)Letter from Richard Owen, Traditional Mole Catcher.

The above correspondence was noted.

Date of Next Meeting:

The next Parish Council Meeting will be held on Wednesday 23^rd July 2008 at 8.00 p.m.

There being no further business the Chairman closed the meeting at 10.35 p.m.

Clare Lightfoot, Clerk

Tel: 01235 850486

18 May 2008

UPTON PARISH COUNCIL

Minutes of the Annual Parish Meeting of Upton

held on Tuesday, 8^th April 2008 at 8.00 pm in the Village Hall

Present: Mr M Brown (Chairman), Miss B Drew, Mr J Dickens, Mr S Norman,

Mrs T Seelig

Mrs C Lightfoot (Clerk)

Mr C Lamont (County Councillor)

Mr R Farrell (District Councillor)

Mr P Gardiner (Parish Transport Representative)

Mrs J West (Upton Village Hall Amenity Trust)

10 members of the public attended.

1. Apologies for Absence: received from Mr & Mrs M Collins, Mrs C Davies, Mr J Sayers,

Mr & Mrs M Weston, Dr D Whitmell.

2. Minutes of the meeting of the Annual Parish Meeting held on Tuesday 10^th April 2007 were read by the Clerk. The minutes were agreed to be a true record and duly signed by the Chairman.

3. Chairman’s Opening Remarks In his opening remarks, the Chairman said that this meeting is an invaluable forum where parishioners can express their opinions on what they would like to see happen in the coming year and by doing so helping to set the Parish Council’s future agenda. (A copy of the Chairman’s report is attached.)

4. Financial Report The Chairman reported that our reserves at 1^st April 2008 stand at £12,364. This reserve has built up largely due to work being carried out by volunteers. The Parish Council has agreed to make a grant of £7,000 towards the village hall extension project and has earmarked £1,400 for improvements to the children’s playground. (A copy of the finance report is attached.)

5. Interactive Sessions:

• County Councillor: Mr Lamont spoke about future changes in waste disposal. He said that whilst recycling remains top priority, the County Council is moving away from landfill to incineration. He told the meeting that modern incinerators are designed in such a way that the effluent is purer than city air. Heat generated by the incinerator will produce electricity. Sutton Courtenay is a possible site, however there are issues with regard to pollution and road transport.
• District Councillor: Mr Farrell reported that the Vale will implement new methods of waste collection by 2010: maximising recycling in order to keep down tax on landfill. He commented on the failure to become a “Unitary” council which he felt to be essential in streamlining services and cost saving. He told the meeting that the Vale’s council tax is the 9^th lowest, but this is capped, therefore the Vale had difficult budgeting decisions to make (eg community grant reduction, concessionary fares starting at 9.30 not 9.00 a.m.).

Mr Joel said that there had been a lack of road sweeping after the autumn leaf fall. Mr Farrell said he would investigate road sweeping being carried out.

The Chairman thanked both Councillors Lamont and Farrell for the effort they put in on our behalf. He said he would like to record his thanks to the Vale’s fly tipping and collection people who always react very quickly, and also to Toby Warren had been helpful with regard to the Post Office closure issue.

The following reports, copies of which are attached to these minutes, were on display in the hall.

• Blewbury School – Mrs Fletcher (School Governor)
• Parish Transport and Footpaths – Mr & Mrs Gardiner (Parish Transport Representatives)

Mr Gardiner said that we were expecting to hear this week whether the bus service is going to continue, following a review being carried out by Oxfordshire County Council.

• St Mary’s Parochial Church Council – Mr Sayers (Churchwarden)
• Neighbourhood Watch – Mrs Davies (Neighbourhood Watch Coordinator)
• United Charities of the Ancient Parish of Blewbury – Mrs Whitmell (Trustee)
• Upton Village Hall Amenities Trust – Mrs West (Chairman)

The Chairman thanked the authors of each of the above reports and said that the village appreciates the work which is being done, in particular he paid tribute to Peter and Juliet Gardiner who walk our footpaths on a regular basis, picking up litter as they do so.

6. Village Hall Extension: Information pertaining to the village hall extension project had been on view before the meeting. Mrs West said that as a result of the parish plan, plans had been drawn up to extend the length of the hall, this would be separated from the existing hall by retracting doors, thus allowing 2 meetings to take place simultaneously, there would also be storage space and a room for archives. Mrs West explained the procedure for applying for funding. She said that any application for funding needs support from the village and households will be asked if they will be prepared to help either financially or by organising a fund raising project. The meeting was generally in favour of the village being asked to contribute.

7. Village of the Year

2007: The chairman thanked Belinda Drew, Graham de Wilde and Ben Shaw for presenting our case to the judges. He said that only one suggestion had been received on how we might use the £200 Runner-Up award, ie a picnic table for the recreations ground. It was felt that we should hold off until we know what we are doing with the hall.

2008: the meeting was in favour of entering the competition again.

8. Chairman’s closing remarks

In conclusion, the Chairman thanked a vast number of volunteers who carry out a range of tasks within the village. He also thanked parishioners for their attendance at tonight’s Annual Meeting. (A copy of the Chairman’s remarks is attached).

9. Date of next meeting: the next Annual Parish Meeting will be held during the second week of April 2009, day to be announced later.

The Chairman closed the Meeting at 9.50 pm

Clare Lightfoot

13^th April 2008

Clerk, Upton Parish Council

UPTON PARISH COUNCIL

Minutes of an Extraordinary Meeting of Upton Parish Council

held on Wednesday, 2^nd April 2008 at 7.45 pm in the Village Hall

Present: Mr M Brown (Chair), Mr J Dickens, Miss B Drew, Mr S Norman, Mrs T Seelig,

Mrs C Lightfoot (Clerk)

1. Apologies for absence 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 (please refer to the notes at the end of agenda).

The following interest was declared: Mrs Seelig Item 3(1) – personal friend.

3. Planning Applications

UPT/16887/1 – single storey front extensions at Woodmere, Orchard Close. Applicant Mrs K Thomas. The Parish Council discussed the plans and had no objections.

UPT/20480 – demolition of existing garages and extension. Proposed construction of new garage and extension to house at The Blue Cottage, Pound Lane. Applicant Mr N Wadley. The plans were examined and the Parish Council have no objections.

The clerk to respond to the Vale of the White Horse accordingly. Clerk

There being no further business, the Chairman closed the Meeting at 8.05 pm

Clare Lightfoot

3^rd April 2008

Clerk, Upton Parish Council

UPTON PARISH COUNCIL

Minutes of meeting of Upton Parish Council

held on Tuesday, 11^th March 2008 at 8.00 pm in the Village Hall

Present: Mr M Brown (Chairman), Mr J Dickens, Mr S Norman, Mrs T Seelig, part-time,

Mrs C Lightfoot (Clerk), Mr R Farrell, part-time.

Parishioners: Mr & Mrs B Arnold, Mr A Miller, Mr M Tibbetts, Mr G de Wilde

1. Apologies for absence received from Miss B Drew

2. Declaration 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 were recorded

3. Minutes of meeting of Upton Parish Council held on 8^th January 2008.

The minutes having been previously circulated were agreed as a true record and duly signed by the Chairman.

4. Matters Arising

(i) Field at rear of George & Dragon: The Chairman proposed that this item be taken when Mr Farrell was present.

(ii) A417 Footpath. The landlord at the George and Dragon had now completed the footpath. The Clerk to write thanking him. CL

iii) Litter Pick – this is scheduled for 15^th March at 9.30 a.m.

iv) Grass Cutting: A John Deere ride on mower has been purchased. The selection of this had been made by a working party consisting of Mr Nehring, Mr de Wilde and the Chairman, following a visit to 3 suppliers. The Chairman said that he was awaiting a demonstration of a self-propelled mower suitable for cutting the children’s playground.

Additional Note

PCSO Claydon briefly joined the meeting to address any specific issues. He reported that a new SID machine had been purchased to be used exclusively by the Wantage East section which means it will be used more frequently in the village. He said that warning letters had been sent to motorists speeding on the A417.

5. County Councillor’s Report

In Mr Lamont’s absence there was no report.

6. District Councillor’s Report

Mr Farrell reported that fly tipping had occurred at the edge of the Parish towards Cbilton. He will ask the Environmental people to take appropriate action.

AONB at Rear of George & Dragon. (See item 4i)

The Chairman adjourned the meeting to allow an open discussion on the state of an area of the AONB at the rear of the George and Dragon.

The Chairman began the discussion by stating that the Parish Council has been, and remains frustrated by the lack of response to emails and correspondence by the Planning Department at the Vale of the White Horse District Council. Our most recent email, which sought answers to three important questions regarding the state of the area had, like others before it, gone unanswered.

A lively discussion took place including input from five members of the public.

Mr Farrell advised that if the Parish Council were not happy with the way in which the Planning Office dealt with the correspondence they should initially write to the Vale Chief Executive with a letter of complaint and that if they were still dissatisfied they could take the matter to the District Council Ombudsman.

Mr Farrell defended the action taken by the Vale Enforcement Officer in protecting the AONB stating that the officer was the expert in such matters and that it was also Vale policy to give protection of such areas a low priority. This opinion was disputed by the members of the public who generally felt that the Vale had not given out information as it should or taken reasonable action to protect the area.

At the end of the discussion the Chairman re-convened the meeting.

The Chairman stated that in his opinion the Vale had not shown the competence expected of them either in answering letters and emails sent to them or in protecting the AONB. He proposed that a letter of complaint be sent to the Chief Executive and that if that did not result in acceptable changes in the working practice of the Planning Dept, that the Parish Council should take the matter to the Ombudsman.

This proposal was accepted unanimously by members of the council. Clerk

7. Villagers’ Open Forum – nothing to discuss

8. Parish Transport Representatives Report.

A note had been received from Mr & Mrs Gardiner setting out the timetable for the conclusion of the subsidised bus review. Decisions made – 27 March; decisions notified – 10 April; new timetable announced – ~1May; new service starts – 1 June 08.

9. Reports from Councillors’ on areas of responsibility:

i) Roads and Footpaths:

Improvements to Footpath to Blewbury: negotiations with landlords are continuing,

Chilton Road; results of traffic survey showed 14,000 vehicles a week use Chilton Road. There is no evidence of excessive speeding although the majority are exceeding the speed limit. Highways Department will look at the figures before deciding on what safety improvements should be made.

Frog Alley: it is hoped to make progress on this when the weather improves.

Cyclepath/Bridleway: acknowledgement of our correspondence has been received from Oxfordshire County Council.

ii) Recreation Ground: it was noted that there is an increasing amount of dog faeces in the mound in the Recreation Ground. Mrs Seelig brought to the PC’s attention that balls are still being kicked against the hall doors. Mr Dickens will investigate the cost of providing hard standing around the ball wall to try to deter this. JD

It was noted that the 6 aside goal posts had been vandalised. The Chairman has repaired the damage.

iii) Village Hall: A meeting had been held with the Funding Advice Officer to investigate funding for the hall extension project. It was noted that the Parish Council will need to handle the finances of the project.

iv) Planning: nothing to report

v) Young Parishioners:

The young parishioners web page is not being used and information is not being provided for the ‘Young Upton’ page of the Upton News. It was agreed there is nothing further the PC can do at this time.

vi) Communications and other Amenities:

There are a disappointingly low number of entries so far on the local businesses directory on the web site, more are expected.

vii) NAG: Mr Dickens or Mr Brown will attend the next NAG meeting. JD/MB

viii) UKAEA Stakeholders Committee: No report.

ix) Playground Management Committee:

Mrs Seelig has done an inspection. She reported that there are 2 slats missing from the fence and the safety surface under the slide is mossy and slippery. It was agreed the fence should be left as it is as any repair is quickly removed in order to gain quick access to the climbing tree. Mrs Seelig will remove the worst of the moss. Mrs Seelig said that there are 2 vacancies on this committee, it was agreed to advertise these vacancies in Upton News. TS/MB

Mrs Seelig has spoken to users of the playground about which item of equipment we might consider purchasing. There is £1300 available for playground improvements which must include new safety mats around the swings. TS

x) Energy Saving Initiative: in Miss Drew’s absence there was no report.

10. Finance

i) Invoices for payment

Clerk’s salary – February & March + expenses – £315.60

Samba Sports – replacement parts for 6 aside goal posts – £54.97

Vale of White Horse – dog bin emptying – £46.21

Kalehurst Ltd – purchase of John Deere ride-on mower – £2050.00

The Parish Council agreed that the above invoices be paid.

iii) Financial transactions since last meeting

Bank Interest – January & February 2008 – £80.65

Donation for playground improvement – £30

Refund VAT – £96.57

UVHAT half cost of emptying dog bin – £92.42

The above receipts were noted.

iii) Charitable Donations:

The following donations were agreed:

£200 – St Mary’s Church (towards upkeep of cemetery and production of Upton News)

£25 – Mr & Mrs Churchman (gratuity for locking and unlocking recreation ground gates)

This payment is justified under para 8 of the Local Govt Act 1972.

£50 – South and Vale Carers

£40 – Ryder-Cheshire Volunteers

£40 – CPRE

£40 – Air Ambulance

11. Post Office:

Parishioners had organised a petition which contained ~250 signatures. Clerk to dispatch to Post Office Ltd, with copies going to Ed Vaizey and Mr Gordon Brown.

The Chairman stated that he had been in touch with Postwatch who had instructed Post Office Ltd to make contact with him to discuss the situation regarding the village branch, he is still waiting.

12. Nomination for Celebrating Youth in the Vale

The Chairman proposed we nominate Ben Shaw for his contribution in the Parish Plan, his help with the presentation for Village of Year competition and his public spiritedness in running a stall at the fete. Clerk

13. Correspondence in circulation and recently received

i) Audit Commission – BDO have been appointed auditors for a 5 year period commencing 2007/8

ii) Vale of White Horse – Policy on Trees

iii) ORCC review on primary school provision – update

iv) Didcot Power Station sponsorship for community groups and educational institutions

v) Thames Valley Police – requesting nominations for Community Police Awards

vi) Play and Sports Seminar Roadshow – 14/5/08

The above correspondence was noted.

Date of Next Meeting:

The Annual Parish Meeting will be held on Tuesday 8^th April at 8.00 p.m.

The next Parish Council Meeting will be held on Tuesday 13^th May 2008 at 8.00 p.m.

There being no further business the Chairman closed the meeting at 10.35 p.m.

Clare Lightfoot, Clerk

Tel: 01235 850486

14th March 2008

UPTON PARISH COUNCIL

Minutes of meeting of Upton Parish Council

held on Tuesday, 8^th January 2008 at 8.00 pm in the Village Hall

Present: Mr M Brown (Chairman), Mr J Dickens, Mr S Norman, Mrs T Seelig,

Mrs C Lightfoot (Clerk), Mr R Farrell, part-time.

1. Apologies for absence received from Miss B Drew and Mr C Lamont.

2. Declaration 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 were recorded

3. Minutes of meeting of Upton Parish Council held on 13^th November and the extraordinary meeting held on 10^th December 2007.

The minutes having been previously circulated were agreed as a true record and duly signed by the Chairman.

4. Matters Arising

11/09/07 Village of Year: A suggestion has been received that a picnic bench sited alongside the village hall, bearing a plaque, would be a suitable way of using the £200. This idea will be discussed further at the Annual Parish Meeting in April. Clerk

5. County Councillor’s Report

In Mr Lamont’s absence there was no report.

6. District Councillor’s Report

Mr Farrell reported that new planning application forms (APP1) will go live on 21 January 2008. The Vale web site will be upgraded on the same day.

He said that legislation had previously made it difficult to prosecute illegal flyposters. The Vale is asking its officers to work out a protocol on how this will be enforced in future. Mr Farrell will write some guidelines for Parish Councils.

7. Villagers’ Open Forum – Nothing to discuss.

8. Parish Transport Representatives Report.

The Chairman thanked Mr Dickens for drafting Upton’s response to the Review of Subsidised Bus Services.

OCC’s Review of external transport posts: A letter has been received setting out how OCC will address the issues. (copy with clerk).

9. Reports from Councillors’ on areas of responsibility:

i) Roads and Footpaths:

Improvements to Footpath to Blewbury

Discussions between members of the Council and Blewbury Parish Council are proceeding.

SN

Chilton Road.

Feedback of data from speed camera is still awaited.

Frog Alley

The Chairman is meeting a parishioner on site to discuss how we might proceed with improving the surface of Frog Alley. MB

A417 Footpath

The Landlord of the George & Dragon will decide when he is able to progress this work.

Bridleway

An application to designate the Upton to Didcot cyclepath as a bridleway and add it to the definitive map has been received by The Rights of Way Office. The PC is asked to comment. The Chairman will speak to the Parish Councils of East and West Hagbourne seeking their opinions before drafting a response. The Council is in favour of allowing the existing agreement with the landowners to run its course of 25 years. MB

ii) Recreation Ground:

Replacement trees; Replacements for the damaged/dead trees and shrubs have been planted by the Chairman and Miss Drew.

Trim Trail: Only one response has been received following a request for comments in Upton News and that had been opposed to constructing a Trim Trail. It was agreed to discuss this at the Annual Parish Meeting. Clerk

Grass Cutting: The Chairman reported that 9 volunteers had come forward to offer help in cutting the grass and requested that we revisit the proposal set aside at the PC meeting on 13 November 2007. “That the PC should consider purchasing a 42” ride on mower and a petrol driven self propelled rotary mower and organise its own grass cutting next year”. The cost of the mower would be written off over 5 years during which time the cost saving would be about £600 per year. This year the cost of contract cutting is expected to be at least £1500.

A debate took place on the pros and cons of doing the grass cutting “in-house”. The Chairman said that he had identified a John Deere 48” ride on mower and a Mountfield 20” rotary mower that appeared to be the best buys to meet our requirements. Mr Dickens urged that a risk assessment be carried out, documented training be provided for volunteers, and a written statement be obtained from our insurers giving an assurance that the volunteers and members of the public would be covered by the council’s public liability insurance. A vote was taken on the proposal subject to meeting the requirements proposed by Mr Dickens, 2 members were in favour, 1 against, with 1 abstention.

A letter will be sent to the insurance company and subject to a satisfactory reply the council will go ahead and purchase suitable mowers.

iii) Village Hall:

UVHAT had not met since our last meeting. The next meeting is on 22 January.

iv) Planning:

Nothing to report

v) Young Parishioners:

The Chairman reported that the young parishioners had held a successful Christmas Party.

vi) Communications and other Amenities:

The Directory for local businesses is now on the web site.

vii) NAG:

Mr Dickens is endeavouring to find out when the next NAG meeting is scheduled. JD

viii) UKAEA Stakeholders Committee:

Nothing to report.

ix) Playground Management Committee:

Mrs Seelig stated that she needed volunteers to join this committee. The Chairman proposed that Mrs Seelig discuss with the committee and others how best to spend £1300 that was available to be spent on playground improvements in the coming year. TS

x) Energy Saving Initiative:

Miss Drew had prepared a note for the PC on a recent brainstorming session she had held with Mrs Seelig. The PC noted her observations and agreed that Jo Hamilton be asked to give a presentation to which parishioners from West Hagbourne should also be invited. BD

10. Finance

i)Discuss and agree estimates including setting the precept for 2008/9.

A discussion took place on the Estimates and Reserves documents that had been circulated prior to the meeting. It was noted that the Council is in a healthy financial situation. Mrs Seelig proposed that the precept stays at £7,250, this was seconded by Mr Norman, all in favour. Clerk to complete the precept forms accordingly. Clerk

ii) Invoices for payment since last meeting

M Brown – reimbursement purchase of replacement shrubs from Murray McLean £10.22

Society of Local Councils, Annual Subscription £59

Clerk’s Salary – December & January – £304

UVHAT donation for Drop In set up – £25

The PC agreed that the above be paid

iii) Financial transactions since last meeting

Donation £273 from Mr & Mrs Dawson’s light show.

Donation of £500 from Infineum (£400 for playground, £100 Tiddlywinks)

Interest at Bank – November £42.39; December £41.08

The above transactions were noted. Letters of thanks had been sent out by the clerk to Mr and Mrs Dawson and to Infinium.

11. Post Office:

Proposal from the Chairman.

Should the village Post Office be one of the 2,500 Post Offices earmarked to be closed nationally the Parish Council will convene an urgent public meeting to discuss the effects of the closure and set up a procedure for coordinating the protest. Seconded J Dickens, all in favour.

12. Litter Pick

This will take place on 15^th March at 10.00 a.m. Clerk to book hall and arrange refreshments. Chairman to arrange the support from the District Council Clerk/MB

13. Correspondence in circulation and recently received

Vale & Downland Museum – Jubilee Refurbishment Appeal – to be considered with other appeals at March meeting. Clerk

SODC Core Strategy – Consultation (see www.southoxon.gov.uk/corestrategy)

ORCC Changes to Post Office Network – meeting 14/2/08 at The Holt Hotel, Steeple Aston with Post Office Ltd to discuss recommendations made in review.

VWH – grants for additional parish cleansing 2008/9

Primary Care Trust Annual Report – to be circulated.

The above correspondence was noted.

Date of Next Meeting:

The next Parish Council Meeting will be held on Tuesday11th March 2008

There being no further business the Chairman closed the meeting at 10.15 p.m.

Clare Lightfoot, Clerk

Tel: 01235 850486