UPTON PARISH COUNCIL

Minutes of an Extraordinary Meeting of Upton Parish Council

held on Monday, 10 December 2007 at 8.00 pm in the Village Hall

Present: Mr M Brown (Chairman), Miss B Drew, Mr S Norman, Mrs T Seelig, Mrs C Lightfoot (Clerk).

1. Apologies were received from Mr J Dickens.

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).

There were no declarations of interest registered.

3. Planning Applications

UPT/9465/11 – application by Mr & Mrs Potter, Strathfield House, Chilton Road, for change of use of part of paddock to residential garden. The Council reviewed the plans and had no objections. The clerk to respond to the Vale of White Horse accordingly. Clerk

UPT/2065/10 – application by Mrs Slater, Upton Lodge, Reading Road, for erection of single storey timber framed conservatory and lantern. The Council reviewed the plans and had no objections to the application. The clerk to respond to the Vale of the White Horse accordingly. Clerk

4. Proposal 1: Mr M Brown

I propose that we agree to contribute £30 towards the running costs of a SID for the Wantage East area and record our thanks to Milton Park for making the equipment available. I also suggest that we offer to look for admin help from within the parish should our PCSOs need help with operating the equipment in order to make full use of the equipment.

The proposal was seconded by Miss Drew, all members present were in favour.

There being no further business the Chairman closed the meeting at 8.20 p.m.

Clare Lightfoot, Clerk

Tel: 01235 850486

12 December 2007

UPTON PARISH COUNCIL

Minutes of meeting of Upton Parish Council

held on Tuesday, 13 November 2007 at 8.00 pm in the Village Hall

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

Mrs C Lightfoot (Clerk).

Mr C Lamont and Mr R Farrell, part-time.

1. There were no apologies for absence.

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).

The Chairman declared an interest in Item 9 iv and would not take part in any vote on the issue.

3. Minutes of meeting of Upton Parish Council held on Tuesday, 11^th September 2007. The minutes having been previously circulated were agreed as a true record and duly signed by the Chairman.

4. Matters Arising

10/7/07 Energy Saving Initiative: Miss Drew said that she will be arranging a meeting. BD

11/9/07 Village of the Year: one suggestion had been made that the £200 prize money should be used to benefit the village hall. Since the hall is to undergo improvements it was agreed to defer a decision on where the money should be spent.

5. County Councillor’s Report

Mr Lamont reported that the topic most relevant to this council is the review of bus subsidies which is taking place in 2008. He said that the introduction of per passenger/journey costs meant that longer routes could be penalised in favour of shorter routes. Mr Lamont urges PCs to let him have their views.

6. District Councillor’s Report

Mr Farrell spoke about planning and joined the discussion on local issues See 9 iv

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

8. Parish Transport Representatives Report.

Review of Bus Subsidies: Mr & Mrs Gardiner had prepared a note following information received from the County Council setting out options. Mr & Mrs Gardiner are of the opinion that the service should stay as it is, as the alternatives would be disastrous for Upton. Mr Dickens agreed to review the information and prepare a draft response from the PC. JD

9. Reports from Councillors’ on areas of responsibility:

i) Roads and Footpaths:

Cycle Path to Blewbury:

Mr Norman reported that a meeting is taking place on 23^rd November 2007 with Mr S Pratt (Sustrans), Mark Sumner (Oxfordshire County Council), Mark Sutherland (Safeway to School), Abi Barclay-Watt (Blewbury PC), Mr Brown and himself. SN/MB

Chilton Road:

The Chairman reported that a speed camera had been set up in Chilton Road for 2 weeks. We are awaiting feedback of the data.

Frog Alley

The Chairman reported that a meeting had taken place with the Highways Department to discuss the upkeep of Frog Alley which is their responsibility. The Council is requesting that the road be usable for people to walk down all year round.

A417 footpath

The Chairman reported that Greene King have agreed for the A417 footpath to be routed through the George and Dragon garden and expressed his gratitude that the Landlord had offered to put up the cost of the materials. 6 people have already volunteered to help with the labour for this project. The landlord will let us know when he wants to proceed.

ii) Recreation Ground:

The Chairman reported that 15 of the 57 trees and shrubs have died, disappeared or been badly damaged either due to the mowing machine or rabbits. He will re-order replacements. MB

Ballwall: the graffiti has now been removed and the wall treated with anti-graffiti paint.

Trim Trail: Mr Dickens said that the cost of 3-4 items of equipment around the proposed track would be about £900 each. He did not think it sensible to make up a bark filled running track but any other all-weather surface is likely to be very expensive. It was agreed to ask through the next Upton News what demand there would be for a trim trail before we seek detailed costing and funding. MB

Grass Cutting:

Mr Brown put the proposal that the PC should consider purchasing a 40” ride on mower and a petrol driven self propelled rotary mower and organise its own grass cutting next year. Mr Dickens said he had reservations about the size of the machine being considered and also envisaged difficulty with getting the volunteer labour. After discussion it was agreed to hold this proposal in abeyance until the volunteer situation has been clarified. MB/Clerk

The clerk was asked to seek 3 quotes for grass cutting from companies used in the past. Clerk

iii) Village Hall:

Mrs Seelig reported that UVHAT had asked if the PC would contribute towards the fee for building regs. The Chairman said that when applying for grants for the village hall he hoped that it would be a joint venture with the PC to include both the extension to the hall and to the car park. The Chairman said the PC expected to contribute a considerable sum towards the total project in order to encourage other grant organisations to come forward with funding. The larger this contribution can be the more likely we are to get support and therefore it would not appear to be beneficial to contribute in a piecemeal fashion. He assured UVHAT of the council’s full support for the project.

iv) Planning:

The Council expressed their disappointment over the Vale’s decision to permit the outline plan for Hitherto (UPT/20226). In response Mr Farrell pointed out the Vale had insisted on solutions to many of the points raised by the P.C. including concerns over parking and the entrance onto the road. After a frank discussion it was agreed that we have to wait to see what is to be proposed in the actual planning application.

With regard to the land at the back of the George & Dragon, Mr Farrell suggested that the PC seek another meeting with the Planning Dept at the Vale to discuss our concerns about the lack of action on the part of the Vale’s Enforcement Officer. After discussion it was agreed that the clerk should draft a letter to the District Council voicing our concerns. Clerk

v) Young Parishioners:

The Chairman reported his disappointment at the lack of any feedback regarding the ‘Young Upton’ initiatives in both the Upton News and on the Website. The ideas will continue for at least another 2 months but if there is no interest forthcoming or indication of the website being used they will almost certainly wither. MB

vi) Communications and other Amenities:

The Chairman reported that Mr Rippon is working with the Council to produce a local business directory on the webite. MB

vii) NAG:

The next meeting of NAG is to be held on 26 November at 1900 hrs at Unit 6, Milton Park

JD

viii) UKAEA Stakeholders Committee:

Miss Drew will produce a short report for the next Upton News. BD

ix) Playground Management Committee:

The ROSPA report highlighted safety tiles, gate entrapment and low branches as being of medium risk. The report will be circulated to members. The Chairman will arrange for a tidy up to take place as soon as all the leaves are down. He proposed that we review the issue of safety mats such that the work will take place in the spring, in the meantime further information will be sought from mat suppliers and ROSPA. MB/TS

10. Finance

Audit:

BDO have now completed the audit. They recommend that we add fidelity guarantee cover to our insurance. After discussion it was agreed that the clerk should arrange for this to be done when our policy comes up for renewal. Clerk

i) Invoices for payment since last meeting

Invoice from Playsafety Ltd – annual inspection fee – £77.55 (paid)

Playing Fields Assn – annual subscription – £30

M Brown – purchase of Wood Stain for Ballwall – £18.57

BDO Audit Fee – £141.00

Berinsfield Community Business, Grass Cutting £315.56 (final invoice for 2007)

Transport Costs: Mr Brown £17.40, Mr & Mrs Gardiner £10.30

Clerk’s Salary – October & November, and postage – £308.78

John Dickens – anti-graffiti paint £85.50

The PC agreed that the above be paid.

ii) Financial transactions since last meeting

October – 2^nd Precept payment received – £3625

£200 received from Oxfordshire Rural Community Council – 2^nd prize in Calor Village Competition

Bank interest – Sept & Oct £71.50

Repayment of vat – £491.88

These items of income were noted by the PC

13. Training and Seminars

Code of Conduct training: 13^th & 20^th November, Wantage Civic Hall, 6.30 p.m. The clerk said all councillors were urged to attend this training. Clerk to confirm that she and Mr Norman will attend.

Feedback from Seminars attended

How Local Councils fit into Planning System.

Miss Drew reported that it had been a very good seminar and helped her a great deal in understanding how the planning system should work.

Parish Liaison Meeting.

Mrs Seelig said that this had been a good opportunity of networking with the 3 tiers of council. Topics discussed included sustainable housing and parish liaison meetings.

14. Correspondence recently received

Open Space, Sport & Recreation Provision Strategy. Vale of White Horse draft supplementary planning document.

Your Vale – Your Future. Issues & Options Report for future Vale Development document distributed to members.

Oxfordshire Assn of Local Councils – Winter General Meeting 26 November, 7.30 p.m. Kidlington

Ways to tackle climate change, publication by DEFRA, October 07. Document passed to BD.

CPRE invitation to join.

Vale Carers – notice of AGM and invitation to subscribe

Invitation from ORCC to attend Celebration of Rural Affordable Housing in the Vale

16^th November, 1200 noon at Denman College.

Didcot Community Forum Meeting – 20 November, 6.30 p.m. at Didcot Town Football Club

Letter from Julie Mayhew Archer thanking us for hospitality at Fete

The above correspondence was noted.

Date of Next Meeting:

The next Parish Council Meeting will be held on Tuesday 8^th January 2008

There being no further business the Chairman closed the meeting at 10.50 p.m.

Clare Lightfoot, Clerk

Tel: 01235 850486

15 November 2007

UPTON PARISH COUNCIL

Minutes of meeting of Upton Parish Council

held on Tuesday, 11 September 2007 at 8.00 pm in the Village Hall

Present: Mr M Brown (Chairman), Miss B Drew, Mr S Norman, Mrs T Seelig, Mrs C Lightfoot (Clerk).

Mr C Lamont and Mr R Farrell, part-time.

1. Apologies for absence received from Mr J. Dickens.

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 Tuesday, 11^th July and the extraordinary meeting held on 16^th August 2007. The minutes having been previously circulated were agreed as a true record and duly signed by the Chairman.

4. Matters Arising:

9/1/07 Stream Road Issues. Nothing further to report.

8/5/07 The spring rocker has now been delivered and installed.

8/5/07 Goal posts have been replaced. It was noted that one is leaning.

8/5/07 Village of the Year. Upton has been selected as runner up in the Vale of the White Horse District.

5. County Councillor’s Report

Mr Lamont reported on a meeting he had attended discussing Sustainable Community Strategy.

He expressed his concern about the Government directive to set up an array of partnerships. Councillors will make an input to committee but the partnerships will have veto. He has reservations about the effect this will have on local democracy.

6. District Councillor’s Report

Mr Farrell reported that a hard copy of the Inspector’s Report on proposed house building in the South East Region for the next 20 years is now available and will be debated by the Vale Executive once the implications have been understood. A significant change suggested to the original report is that infrastructure may now be provided in parallel with development not as original suggested, before development starts.

He said that there had been a shift in planning guidance, in the past houses have been built where they are most sustainable, ie fringe of existing settlements, this is still the main thrust, however where developments sustain communities this can be factored in.

He confirmed that bins are now being emptied in Stream Road. If problems recur he should be contacted.

The Planning Enforcement officer is attending to the issue in the field at the back of the George & Dragon.

Mr Farrell assured the meeting that he will be doing everything within his power to keep open village post offices in the Vale.

7. Villagers’ Open Forum – No matters were raised.

8. Parish Transport Representatives Report. Notification has been received from Oxfordshire County Council that a review of subsidised bus services will take place in 2008. The Chairman has discussed the situation with our Parish Transport Representatives and it has been agreed to ask parishioners, through Upton News, for views of usage of local buses. MB

9. Reports from Councillors’ on areas of responsibility:

i) Roads and Footpaths:

Frog Alley:

Mr Norman reported that he had established that the status of Frog Alley (as far as Frog Alley Farm) is an “unmade road”, therefore it is the County Council’s responsibility to maintain it.

Cycle Track to Blewbury:

Mr Norman had been in correspondence with Sustrans who responded that they had been in discussions with Blewbury P.C. in 2004 regarding this project and it had not been taken forward. He has also approached the section of the County Council responsible for getting children to school who have reported back that the scheme formed part of the Didcot Integrated Transport Plan 2006 – 2011 published in 2004. It was agreed that the scheme should go ahead between 2008 and 2011 at a cost of £115,000. but unfortunately Government funding was no longer available and the idea has been dropped. The feedback from both sources surprised all members of the council, the Chairman proposed that a meeting between Abi Barclay-Watt, Stuart Norman and himself should be arranged as quickly as possible to discuss the implications and to agree the next step forward. SN/MB/AB-W

A417

A complaint had been received from a parishioner about overhanging trees at the junction on the A417 leading to the Horse & Harrow, West Hagbourne. The Chairman has asked the County Council Highways Dept. to take appropriate action.

The Chairman has been in discussion with the landlord of the George and Dragon and with the Highways Dept about the possibility of extending the A417 footpath as far as the pub.

Chilton Road:

The Chairman reported that the County Council is not prepared to restrict the flow of traffic in Chilton Road to try to reduce the problem of excessive speeding. They are however prepared to improve the road signs and install roundels on the road to make drivers more aware of the speed limit. It is proposed to set up a recording camera for a period of 2 weeks, if excessive speeding is recorded the Highways Dept will consider the installation of gates and a V.A.S.

ii) Recreation Ground: No report available

.

iii) Village Hall: Mrs Seelig reported that UVHAT meets on 18 September.

iv) Planning: It was noted that planning application UPT832/4 (Barn at Inghams Farm) has been permitted. Planning application UPT/20176 (Extension to house in Stream Road) has been withdrawn. Mr Norman said he would find it helpful to see plans before a planning meeting. It was agreed that the clerk will notify councillors that plans are available in parallel to passing them to Miss Drew for her comment. Clerk

v) Young Parishioners: A youth page on the web has been created by Sarah Stoves and Brian Rippon. It is intended to include a ‘Young Upton’ page in the next issue of the Upton News that will be used to introduce the new web page.

vi) Communications and other Amenities:

The Chairman stated that he intended to look at possible ways in which the council could work with local businesses to the benefit of both parties. When completing the Village of the Year entry form the council had been unable to tick any of the boxes in the section on working with local businesses. MB

vii) NAG: No report available.

viii) UKAEA Stakeholders Committee: Miss Drew will be attended a meeting of this forum on 13^th September. BD

ix) Playground Management Committee: Mrs Seelig drew attention to the missing palings. The Chairman and Mrs Seelig will meet at the play area to decide on how many additional safety mats are required. MB/TS

A £25 donation towards the play area had been received from Mr Betts. Clerk to write to thank him.

Clerk

x) Energy Saving Initiative: Miss Drew has set up a meeting for 14^th September. It was agreed to add this topic under “reports from councillors” at subsequent meetings. BD/ST/SN

10. Finance

(i) Proposal 1:

Mr M Brown proposed that the following be added to our Financial Regulations and that the implementation date be backdated to 3rd May 2007.

Expenses

The Parish Council shall pay expenses as follows:-

A car user allowance of 20p per mile shall be offered to all councillors or parishioners undertaking journeys on behalf of the council.

Reimbursement of bus, train or taxi fares shall be offered to all councillors or parishioners undertaking journeys on behalf of the council.

Councillors or parishioners may claim any identifiable out-of-pocket expenses including telephone calls, postage, stationary or any other materials required to undertake duties on behalf of the council.

All claims to be submitted to the Finance Officer and be approved by the Finance Officer and a member of the council before payment.

After discussion this was proposal was seconded by Miss Drew. All were in favour.

The Finance Officer will update the Financial Regulations to record the above modification.

Clerk

(ii) Invoices for payment since last meeting

Wicksteed Leisure – Rocker and Safety Mats for children’s playground – £1092.75 (paid)

Berinsfield Community Business – 3 cuts of recreation ground during August – £332.34

Oxfordshire Assn of Local Councils. Course on planning £23.50

Clerks’ salary & expenses, + £20 for villagers’ tea party, & £18.85 parts for repair of 6 aside goalpost, paid by clerk on personal credit card. Total (£344.25)

Vale of White Horse – uncontested parish election – costs incurred £64.22

Vale of White Horse – dog bin emptying – £46.21

It was agreed that the above invoices should be paid.

iii) Financial transactions since last meeting

Donation of £25 from Mr W Betts towards playground

Receipt from HM Customs, refund of VAT. £101.72

Interest at Bank (July & August) £76.12.

The above transactions were noted.

11. Training & Seminars:

District Council Reception, 17 September, Chairman to attend

Parish Liaison Meeting, 27 September, Mrs Seelig to attend

ORCC AGM and presentation of Calor Gas awards, 3^rd October, Chairman, Miss Drew & Mr de Wilde to attend.

Your Vale Your Future meeting at Wantage, 9 October, Chairman, Mr Norman and Miss Drew to attend

How Local Councils fit into the Planning System meeting at Didcot, 10 October, Miss Drew to attend

12. Correspondence in circulation and recently received

Government Office: Regional spatial strategy for the South East – publication of the panel report – report available from clerk on CD

Vale of White Horse (VWH): Review of polling districts and places

Correspondence between a parishioner and HSE re dangerous occurrence across footpath

Farming & Wildlife Advisory Group (FWAG) Autumn Newsletter

VWH, Town & Parish Council Code of Conduct

VWH, Agenda for Standards Committee for information

VWH, Vacancy for a member on the independent remuneration panel.

The above items were noted.

13. Village of the Year

At the Village of the Year judging day the ORCC invited Upton to make a 10 minute presentation to a Parish Plan training day to be held on 20^th Oct on the advantages of having a Parish Plan. It was agreed to ask Mr de Wilde to make the presentation. MB

As a result of its success in the Village of the Year competition the parish will receive a certificate and a cheque for £200. It was agreed to ask parishioners in the next Upton News how they would like to see the £200 spent. The awards will be made at the A.G.M. of the ORCC on Oct 3^rd and Upton has again been asked to make a 10 minute presentation to the meeting, this time outlining the progress the village has made in the last few years. MB

14. Any Other Business

Adoption of Code of Conduct.

The Chairman said that at our last meeting he had omitted to get the council to adopt the new code of conduct.

He proposed that we adopt the code of conduct and work to it in conjunction with our own local code of conduct. This was proposed by Miss Drew and seconded by Mrs Seelig and carried unanimously.

Clerk to notify the Vale offices accordingly. Clerk

Date of Next Meeting:

The next Parish Council Meeting will be held on Tuesday 13^th November 2007

There being no further business the Chairman closed the meeting at 10.05 p.m.

Clare Lightfoot, Clerk

Tel: 01235 850486

19 September 2007

UPTON PARISH COUNCIL

Minutes of an Extraordinary Meeting of Upton Parish Council

held on Thursday, 16^th August 2007 at 7.30 pm in the Village Hall

Present: Mr M Brown (Chair), Mr J Dickens, Miss B Drew, Mrs C Lightfoot (Clerk) and 6 members of the public.

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

There were no declarations of interest registered.

The meeting was opened by the Chairman and adjourned in order that the members of the public present could express their views regarding the planning application.

The meeting proper then resumed.

3. Planning Application

(1) UPT/20226 – Demolition of existing bungalow. Erection of 2 chalet bungalows, “Hitherto”, Church Street.

After discussion it was agreed that the Parish Council should object for the following reasons:

• The proposed 2 chalet bungalows are excessive in both area and height for the plot size and are not in keeping with this part of the village (immediately opposite 11^th Century church and the old school). An additional entrance on what is a narrow and largely pedestrian road is felt undesirable.

The clerk to complete the Vale response form accordingly. Clerk

4. Donations to Village Senior Citizens Tea Party and Family Picnic. Members were in agreement with donating £20 to each of these functions. The Tea Party is to take place on Friday 17 August and will be attended by the deputy chairman of the Vale, Ms Alison Rooke. Clerk to host visit. Clerk

5. Ball wall Graffiti

The Chairman noted that graffiti has been sprayed on the new ball wall. Mr Dickens was actioned to report the matter to the police. It was agreed that a working party should be set up to sand the ball wall. Targets and stumps need to be painted on before sealing. Mr Dickens to investigate suitable paints. JD

There being no further business, the Chairman closed the Meeting at 8.10 pm

Clare Lightfoot

23^rd August 2007

Clerk, Upton Parish Council

UPTON PARISH COUNCIL

Minutes of meeting of Upton Parish Council

held on Tuesday, 10 July 2007 at 8.00 pm in the Village Hall

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

Mrs C Lightfoot (Clerk).

Mr Brian Simpson, internal auditor, attended part-time.

PCSO Claydon and a colleague attended for the first part of the meeting.

There were no apologies for absence.

PCSO Claydon introduced himself as the new PCSO responsible for Upton. He said that any suspicious occurrence should, in the first instance, be reported on 0845 8 505 505, mentioning his name, and the message will be passed to him. The Chairman asked if speed indications could be carried out in the Chilton Road. The officer said that 100 metres of straight road is required to set this up. The readings on the A417 indicated that very few motorists were exceeding the speed limit, however the officers are quite obviously sited and this gives motorists a chance to reduce their speed.

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 (please refer to the notes at the end of agenda).

None were recorded

3. Cooption of new member – the Chairman reported that the council had not yet identified anyone prepared to join the council as its sixth member however Sarah Stoves had volunteered to work with the council to help with matters relating to young parishioners. It was agreed to accept Sarah’s offer and to continue to look to co-opt a further member.

4. Minutes of meeting of Upton Parish Council held on Tuesday, 8^th May 2007. The minutes having been previously circulated were agreed as a true record. Proposed John Dickens, seconded Stuart Norman. The minutes were duly signed by the Chairman.

5. Matters Arising:

9/1/07 Stream Road Issues. The question of renaming part of Stream Road is awaiting action from the residents. The Chairman reported that the potholes have been repaired.

8/5/07 Quote for Spring rocker. Mrs Seelig said that the delivery date is set for 18 July 07. She is chasing the suppliers, Wicksteed.

8/5/07 Goal post replacement working party is being held on 14 July.

8/5/07 Village of the Year. Upton has entered the competition. The Chairman recorded his thanks to Mr & Mrs Gardiner, Mrs Seelig and Mr Wright for their help in completing the entry form.

6. County Councillor’s Report

Mr Lamont reported that he had recently attended the AGM of The Local Government Association. Speakers included David Cameron, and Hazel Blears, the newly appointed Local Government Minister who had only been in office 5 days. Mr Lamont came away from the meeting feeling very positive.

7. District Councillor’s Report

Mr Farrell reported that hot topics for the District Council revolved around Abingdon at the moment, ie the Old Gaol and traffic; nothing related specifically to Upton. He said that preparation of the Local Development Framework is proceeding. Core topics go out for consultation in the Autumn before the South East Plan is published. The Chairman said we would keep in touch with Mr Farrell for his support on a number of issues.

8. Villagers’ Open Forum – there was no discussion since there were no villagers present.

9. Parish Transport Representatives Report. No report received. It was noted that a document had been received from Oxford County Council regarding a review of transport posts. The clerk had passed this to Mr & Mrs Gardiner for comment. They felt unable to comment on specific posts.

10. Reports from Councillors’ on areas of responsibility:

i) Roads and Footpaths:

When there is excessive rainfall there can be an unpleasant odour in the region of the pumping station in Frog Alley, this and the poor state of the surface was brought to the attention of the council. Investigation of the situation also brought to light infrequent problems of raw sewage flooding into the lane and a question of whether the path is a footpath or a road.

Mr Norman will contact Mandy Bell at the Highways department to seek clarification of the status of Frog Alley. SN

Mr Norman will talk to local resident Mr Maytham to check on the frequency of problems with the pumping station to see if Thames Water should be contacted to take remedial action SN

Due to the rapid growth this year there had been problems with overgrown footpaths, whenever they had been approached local landowners had taken quick remedial action.

Footpath to Blewbury: a meeting is to be held on 13^th July with Abi Barclay-Watt (representative from Blewbury PC). It was noted that only 200 yards of the footpath is in the Upton Parish. MB/SN

SN and MB have had a very helpful meeting with Mark Sumner, Local Footpaths Officer initially requested to look at the problems of Frog Alley. Mr Sumner agreed to undertake further clearance work in Common Lane as well as imparting a lot of useful information.

The Chairman will be meeting with the Highways Department to discuss traffic calming in Chilton Road on 17^th July. MB

ii)Recreation Ground:

Mr Dickens reported that there will be a “Goal Post” working party on 14 July. The Chairman asked Mr Dickens if he would enquire where we might start looking for funding for the proposed trim trail. JD

A discussion took place on the state of the recreation ground. During June only one cut took place and the grass is now 3”-7” long. The clerk was actioned to reply to the Berinsfield Community Business’ email asking if they can achieve a 1.5” cut as stated in their note.

Clerk

iii) Village Hall:

Mrs Seelig had no report as UVHAT does not meet until 12 September.

iv) Planning:

Miss Drew said that when the Parish Council is asked to comment on planning applications, a note should be made on its environmental sustainability.

v) Young Parishioners:

In an email to the Chairman, Mrs Stoves, a parishioner, referred to an initiative to raise money for a children’s party and a possible swap shop on the web site.

vi) Communications and other Amenities:

The Chairman said that he will be proceeding with regulations for the new burial ground.

vii) NAG:

Mr Dickens had attended 2 meetings. With the exception of speeding there were no other problem areas at present. He said that there had been a distraction burglary at Chilton.

viii)UKAEA Stakeholders Committee:

Miss Drew had attended a meeting of this forum. There was nothing to report.

ix)Playground Management Committee:

Mrs Seelig said that the gate into the playground was sticking and one palling was loose. The Chairman agreed to deal with both. MB

Strimming has now taken place. The Berinsfield Community Business quoted £100 but in an email say that the invoice will be £198. The clerk was actioned to advise BCB that we have budgeted for £100. Clerk

11. Review of Standing Orders and Adoption of Code of Conduct.

Mr Brown outlined the reasoning for his proposal “That the PC considers the following modification to its Standing Orders:

5c add to the existing Section 5

Whenever the Council meets to consider a planning application, whether that be during a statutory meeting or at a meeting called specifically to deal with an application, the Chairman shall at a convenient time adjourn the meeting so that members of the public may address the meeting in relation to the application(s) being considered.

26d add new paragraph

In addition to the conditions given in the Code of Conduct for having a prejudicial interest, when dealing with planning applications a councillor shall be deemed to have a prejudicial interest if he, or a member of his family, or a close associate, receive a letter of notification of the application from the District Council.

For planning applications where a councillor declares a prejudicial interest he may attend the meeting at which the council discusses the application and will be afforded the same rights as a member of the public (see 5c). As soon as the meeting is re-convened for the council to discuss the application and make its recommendations the councillor must leave the room.”

Following discussion, the proposal was seconded by Miss Drew, all were in favour.

12. Planning

UPT/832/4 – Erection of hay/straw barn at Inghams Farm, West Hagbourne. The PC had no objections to this application. An observation should be made that tree planting might be considered by way of screening. The clerk was actioned to reply to the VWH accordingly. Clerk

UPT/20176 – Demolition of existing roof, erection of a first floor and roof extension to include loft conversion. Extension around and over existing garage to include kitchen area at ground floor level and 2 bedrooms at first floor level. Erection of a single storey side extension at Stream Cottage, Stream Road. After consideration the PC voted on this planning application (3 against, 1 abstention, 1 in favour). The

Clerk to advise VWH that the PC object to the planning application on the grounds that the new building is too big for the plot and it dominates the adjacent listed buildings. Clerk

Feedback from informal meeting with Richard Farrell to discuss planning issues.

The Chairman reported that the councillors have had an informal meeting with Mr Farrell to discuss current planning procedures and recent planning issues. The meeting was very informative particularly for the new councillors.

13. Energy Saving Initiative.

Miss Drew had attended an Energy Saving meeting in Oxford earlier in the evening as a representative of the council. As the current meeting was running overtime the Chairman proposed that Miss Drew chair a committee to look at ways in which the council can help parishioners to save energy. Miss Drew agreed and Mrs Seelig and Mr Norman agreed to be members of that committee that will meet and report back to the next PC meeting. BD, TS, SN

14. Finance

a) Accounts for Payment

Oxfordshire Assn for Local Councils, training courses for Mr Norman and Clerk – £94

Berinsfield Community Business – 2 cuts of recreation ground in May & 1 in June – £332.34

Clerk’s salary and expenses – £317

Hand Made Places – £714.16 (final payment for ball wall)

All were approved for payment.

b) Financial transactions since last meeting

Bank Interest – £72.86 (received May & June 07)

Noted by the PC.

Audit Plan

An audit plan (copy attached to these minutes) was distributed and discussed. Mr Simpson raised pointers for the future:

Fidelity Guarantee, cover is at present £2k, this should be kept under review

Burial Ground, regulations and scale of fees should be drawn up.

Gates from gardens in Fieldside, onto Recreation Ground. Mr Simpson suggested that we take advice on whether this presents a risk of establishing rights of way. MB

Mr M Brown proposed “That the Council accepts the Audit Plan, drafted by our internal auditor, Mr Brian Simpson.”, this was seconded by Mr Norman. The Chairman and Clerk expressed thanks to Mr Simpson for his invaluable advice and work on behalf of the council.

Acceptance of Accounts

Copies of the statement of accounts were distributed and discussed. Mrs Seelig proposed that the accounts be accepted, seconded by Mr Dickens. All were in favour.

Annual Governance Statement

The Council were in agreement that the Annual Governance Statement be signed by the Chairman.

15. Correspondence in circulation and recently received

• The Council had received a letter from Mrs Celia Summers regarding the nuisance of rats and the fact that there is now a charge made by the VWH for pest control. Mr Farrell commented that as a consequence of the Vale having to balance its budget a charge has been brought in for this service. He said that the council charge is still less than commercial pest control companies. The Council were not aware that rats are a major problem in the village and therefore a village wide cull was not appropriate. The Chairman will draft a letter to Mrs Summers and will address the problem in the Upton News. MB
• Appeal from Oxfordshire Association for the Blind. (in previous years we have donated £50 to this local charity.) – To be dealt with later in the year when all other requests for funding are considered.
• The Vale Chairman is requesting an opportunity to meet with members of the community. Clerk has spoken to the Chairman’s office suggesting she might come along to the Elderly Persons Tea Party on 17 August or the Fete on 1^st September.

16. Training:

How local councils fit into planning system, 10 October 07.

It was proposed that Miss Drew attend this course. Clerk

Feedback from course for new councillors and clerks:

Mr Norman said that this course had been useful. Papers distributed on the course will be circulated to members. Clerk

Getting to Grips with Finance:

The clerk reported that the course had raised some concerns for her.

Date of Next Meeting:

Parish Council Meeting – Tuesday 11^th September 2007

There being no further business the Chairman closed the meeting at 10.45 p.m.

Clare Lightfoot, Clerk

Tel: 01235 850486

13 July 2007

Notes on declaration of interest:

(i) 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;

(ii) with the exception of the circumstances listed in paragraph 9(2) of the Local Code of Conduct for Members, a Member with a personal interest also has a prejudicial interest if it is one which a Member of the public with knowledge of the relevant facts would reasonably regard as so significant that it is likely to prejudice the Member’s judgement of the public interest. In such circumstances, the Member must withdraw from the meeting room, and should inform the Chairman accordingly;

(iii) it is not practical to offer detailed advice during the meeting on whether or not a personal interest should be declared, or whether a personal interest should also be regarded as prejudicial.

UPTON PARISH COUNCIL

Minutes of Meeting of Upton Parish Council

held on Tuesday, 8^th May 2007 at 8.00 pm in the Village Hall

Present: Mr M Brown, Mr J Dickens, Miss B Drew, Mr S Norman, Mrs T Seelig, Mr G de Wilde (part-time),

Mrs C Lightfoot (Clerk), Mr R Farrell (District Councillor) & Mr C Lamont (County Councillor) were present part-time.

One member of the public attended.

1. There were no apologies for absence.

2. Signing in of new councillors: The Register of Members’ Interests forms were distributed to councillors for completion. Other forms to be signed by incoming councillors were identified and will be distributed and signed as quickly as possible. A copy of The Good Councillor’s Guide to be distributed to councillors. Clerk

3. The Retiring Chairman, Mr de Wilde, handed the copy of the Recreation Ground Title Deeds to the Clerk for retention. Mr de Wilde was thanked for all his past endeavours on behalf of the Parish Council.

4. Election of Officers:

Office Nominee Proposed Seconded

Chairman Mr M Brown Mrs Seelig Mr S Norman

Vice Chairman Miss B Drew Mrs Seelig Mr M Brown

These officers were duly elected.

5. Declarations of Interest

Members are asked to declare any personal interest and the nature of that interest which they may have in any of the items under consideration at this meeting (please refer to the notes at the end of agenda).

None were recorded.

6. Minutes of the meeting of the Upton Parish Council held on 13^th March 2007, having been previously circulated, were agreed and signed as a true record.

7. Matters Arising

14/11/06 Safety of Pedestrians. Mr Brown reported that some Speedwatch signs have been fixed to the telegraph poles as necessary.

9/1/07 Stream Road Issues: Mr Brown said that there had been no further progress on Stream Road issues and this will be an item for the Parish Council’s next agenda. Clerk

8. County Councillor’s Report

Mr Lamont reported that the future of secondary education in Didcot will be going out for consultation. Two proposals before Cabinet are a new secondary school on Great Western Park or a 14-19 facility which would be co-educational from year 9. This latter is seen as a good option but it would be built in a piecemeal way dependant on contributions from the Great Western Park. He also reported on Oxfordshire County Council’s £750,000 new carbon footprint initiative. He said that the rules on illuminated road signs were likely to be relaxed and that luminous signs might be used in order to cut costs. Mr Lamont reported that there had been a Cabinet re-shuffle and that Ian Hudspith is taking over the responsibility for Highways.

9. District Councillor’s Report

Mr Farrell said that following the recent elections the Vale now has 34 LibDem members. The first meeting of the new District Council will be held on 16^th May, he will then find out what his remit will be.

10. Planning

It was noted that UPT/19316/2 – internal alterations and erection of single storey front extension at Fieldside Cottage had now been approved by the Vale.

The Chairman then raised the issue of planning applications with the District and County Councillors. He said that we want to be in dialogue with the Planners to understand how they work. He cited a number of planning applications which have been recently passed by the Vale which have been inconsistent and raised a number of questions. Mr Farrell reassured the meeting that the Vale sought professional advice. He will however check how past decisions have arisen. If the PC has an objection to a particular plan the application then goes to committee. The Chairman requested that he, Mr de Wilde and Mr Farrell have a separate discussion to understand the detail of some of the Vale’s past decisions. Mr Brown said that in future we need the support of our councillors.

Mr Farrell said that he can only fight our corner if he is convinced that we have good grounds. He went on to say that the Vale has to be seen to make reasonable decisions. Mr Farrell suggested we set up and attend a meeting with the Vale Planning Officers to better understand how the Planning Office works. Clerk

11. Allocation of Duties

After discussion the following areas of responsibility were agreed:

1. Roads and Footpaths: Mr S Norman

2. Recreation Ground: Mr J Dickens

3. Village Hall: Mrs T Seelig

4. Planning: Miss B Drew

5. Junior Parishioners – To be agreed

6. Communications and other amenities: Mr M. Brown

7. Attendance at Neighbourhood Action Group (NAG): Mr J Dickens. It was noted that the next meeting of NAG is due to take place on 14^th May. JD

8. UKAEA Local Liaison Committee: Miss B Drew.

9. Parish Transport Representatives: Mr & Mrs P Gardiner have been Upton’s representatives for some time and report back to the PC following meetings. Mr Brown said he will speak to Mr & Mrs Gardiner to fully understand their involvement. MB

12. Cooption of new member

Several names were suggested. The Chairman agreed to follow this us by making a personal approach. MB

13. Parish Transport Representatives

No report received.

14. Finance:

a) Financial Transactions since last meeting

Allianz Cornhill Insurance £261.61

Berinsfield Community Business £221.56

ORCC Membership renewal £20

Clerk’s Salary £304 (due end of May)

All were approved for payment.

b) Financial transactions since last meeting

Half Precept £3625 received 20/4/07

Bank Interest £30.47

The above transactions were noted.

It was agreed that Miss Drew and Mr Norman will be signatories, together with Mrs Seelig. Clerk to arrange bank mandate. Clerk

15. Playground Management Committee

Mrs Seelig was actioned to proceed with a quote for a Spring Rocker and safety mats. TS

16. Recreation Ground

a) Land Registry Voluntary Registration – Copy deeds have now been received (Item 3 of these minutes refers)

b) Goalpost replacement – a working party is required to install the new goalposts. MB

17. Correspondence in circulation and recently received

Standards Board for England, adoption of new Code of Conduct

Communities & Local Government, The Local Authorities (Model code of conduct) order 2007

OCC Agreement relating to removal of unauthorised signs.

Vale of White Horse Core Strategy Sustainability Appraisal Scoping Report

Postwatch – post office closures

Farming &Wild Life Advisory Group AGM & BBQ, 20^th June, tickets £25.

Oxfordshire Playing Fields Association newsletter

Various letters from Vale to Thames Water re reservoir.

S Oxfordshire & Vale, April 07 Newsletter

Minerals Site Proposals and policies document,

Victim Support Oxfordshire & Bucks. Fund-Raising 2007/07

Venturefest 2007, 2 & 3 July, Rutherford & Appleton Laboratory

Oxfordshire & Bucks Mental Health Partnership’s application to become a Foundation Trust.

The above communication was noted.

18. Training

The meeting endorsed the following training:

1) Local Government and Local Councils, an Introduction for councillors and clerks, 7 June, Council Chamber, SODC. Attendee Mr S Norman

2) Getting to Grips with Finance, 4 July Didcot Civic Hall. Attendee Clerk. It was agreed to apply for a bursary for the clerk’s training. Clerk

19. Best Kept Village

The Chairman proposed that Mr & Mrs P Gardiner and Mr M Wright be asked if they would meet with Mrs Seelig and himself to come to a decision whether Upton meets the criteria set out in check list document and whether it should enter any part of the Best Kept Village competition. Clerk to distribute copies of the questionnaire to Mr & Mrs Gardiner and Mr Wright, if they are agreeable to be involved, in advance of this meeting. MB,TS

20. Any Other Business

We will be required to update the Code of Conduct and also Standing Orders for Upton PC. Clerk & MB

21. Date of next meeting: the next Parish Council meeting will be held on Tuesday 10^th July 2007

There being no further business, the Chairman closed the Meeting at 10.35 pm

Clare Lightfoot

20^th May 2007

Clerk, Upton Parish Council

UPTON PARISH COUNCIL

Minutes of the Annual Parish Meeting of Upton

held on Tuesday, 10^th April 2007 at 8.00 pm in the Village Hall

Present: Mr G de Wilde (Chairman), Mr M Brown, Mr P Fletcher, Mrs C Hall,

Mrs T Seelig

Mrs C Lightfoot (Clerk)

Mr C Lamont (County Councillor)

Mr R Farrell (District Councillor)

Mr J Sayers (St Mary’s Church)

Mr & Mrs P Gardiner (Parish Transport Representatives)

Mrs J West (Upton Village Hall Amenity Trust)

14 members of the public attended.

1. Apologies for Absence: received from Dr S Whatmore who was unwell.

2. Minutes of the meeting of the Annual Parish Meeting held on Tuesday 11^th April 2006, having been distributed at the beginning of the meeting, were proposed as a true record by

Mr Rippon and seconded by Mr Sayers. The minutes were duly signed by Mr de Wilde.

3. Chairman’s Report – copy attached

4. Clerk’s Report – copy attached

5. County Councillor’s Report

Mr Lamont described the areas for which the County Council has responsibility, ie education, libraries, fire service and highways. He now chairs the Environment and Economy Scrutiny Committee which, amongst other things, has responsibility for reviewing the proposed reservoir. He said that the Audit Commission ensures that the County Council follows best practice and that Oxfordshire County Council (OCC) has been awarded 4* status, ie an excellent authority providing good services and value for money. The bid for OCC to become a Unitary Authority has failed. (one member said that the resurfacing, particularly in High Street, was in his opinion a shoddy job and he urged Mr Lamont to ensure that the job was not signed off until remedial work had been carried out.)

6. District Councillor’s Report

In response to the Chairman’s report, Mr Farrell referred to the Local Plan which was adopted in July 2006. He said that the Plan had been put out to consultation so that everyone, including parish councils, could comment. The Plan sets a framework to accommodate pressures which arise.

He said that it was disappointing that the Government had refused to set up Unitary Government. In response, The Vale is outsourcing services which in turn means the Vale district council is getting smaller. It is no longer transparent to citizens who does what. He said that the Vale Housing Association has joined with Sovereign Housing and it is hoped that tenants will get a better service. Mr Farrell said he would like to be made aware of any difficulties being experienced following this merger.

With regard to the new Reservoir, he said that Thames Water had not satisfied TheVale or the Environment Agency of the requirement for this. He said that Thames Water had used worst case expectations, along with generous head room to arrive at their position.

7. Reports from Parish Council Representatives on other organisations:

• Blewbury School – Mrs Fletcher, School Governor – being unable to be present, sent a written report – copy attached
• Upton Village Hall Amenities Trust – this report was given by Mrs West – copy attached
• Parish Transport and Footpaths – Mr Gardiner reported – copy attached
• St Mary’s Parochial Church Council – Mr Sayers, Churchwarden, reported – copy attached
• Neighbourhood Watch – Mrs Davies who was unable to be present sent a written report – copy attached
• United Charities of the Ancient Parish of Blewbury – Mrs Whitmell who was unable to be present sent a written report – copy attached.

8. Villagers’ Open Forum –

Questions raised:

a) Mrs Gardiner spoke of her concern about the stagnant stream on the far side of the A417. Mr Brown said that there is a blocked culvert which the landowner will unblock when he is able to get to it. Mr Farrell said that the District does have some responsibility and he will make enquiries. This matter will be added to the agenda for the new Parish Council.

b) Mr Betts asked about the footpath between Upton and Blewbury. He said that it is difficult to use the footpath to get children to school in Blewbury. Residents at both the Upton and Blewbury end of the path are concerned about motorcycles and vandalism. The Chairman said that Sustrans have issued a document on how to avoid intrusions. The new Parish Council will pursue this with Blewbury Parish Council as urgent.

c) “can we ask our County Councillor to improve allocation of funds to improve village roads”.

d) “can we be sure that we retain a weekly rubbish collection”

e) it was noted that we are experiencing better community policing.

f) Are there enough nominations for the Parish Council. Yes, there are 5 nominees.

g) it is disappointing that the new kissing gate between Upton and West Hagbourne is unsuitable for pushchairs

h) the meeting was asked whether we should participate in the Oxfordshire’s Villages of the Year Competition 2007. This was unanimously agreed.

9. Date of next meeting: the next Annual Parish Meeting will be held on

Tuesday 8^th April 2008

The Chairman closed the Meeting at 9.55 pm

Clare Lightfoot

13^th April 2007

Clerk, Upton Parish Council