Upton Village

South Oxfordshire

Minutes of the meeting of the Parish Council 24.07.2024

UPTON PARISH COUNCIL

In attendance:

Chair                                    Ben Shaw

Vice Chairman                   Neil Thorp (NT)

Councillors                          David Beckles (DB)  Brendan Heneghan (BH)  Chris Seelig (CS)  Francoise Yates (FY)

Clerk                                      Lisa Heneghan

 

  1. To receive apologies for absence

None received

  1. To record any declarations of interests relating to this meeting

None declared

  1. Open Forum

No parishioners present

Question raised by a villager on email re parking at the Village Hall notably on a Tuesday when the football team are hiring the ground.  Overflow parking on the grass needs to be made clear.  Currently there is no signage.  Football manager must be responsible for team’s parking.  Diagram to be produced for him to pass on to team and given a warning if not adhered to will not be allowed continued use.  BH  BS

  1. To approve minutes of the Parish Council meeting held on 26th June 2024

Proposed by BS. Seconded by BH.  All in agreement

  1. To approve the resigning of minutes of the meetings held on April 24th 2024 and May 22nd 2024 where page numbering has been added

                Proposed by BS.  Seconded by BH.  All in agreement

 To confirm and/or appoint Personnel and Finance Committees

Personnel:  Ben Shaw, David Beckles, Francoise Yates.  Proposed by BS.  Seconded by BH.  Unanimous vote

Finance:  Ben Shaw, Brendan Heneghan, Chris Seelig.  Proposed by BS.  Seconded by DB.  Unanimous vote

*Proposal to reorganise agenda to Item 12 as Henry Matthews (HM), TFM representative, present

  1. To hear any updates on any aspect of the recreation ground including play areas and maintenance

Contractor explained issues regarding parking space and extent of grass cutting expected.

Noted that the pub pathway took 29 man hours to get back to standard for which contractor, as a gesture of goodwill, charged £25

Church footpath – misunderstanding how far the contractors were meant to go

Although all agreed in an email, noted that an official contract needs to be put in place.  Acknowledged by TFM and will be rectified.

Cutting of pathways not competitive against other contractors but TFM will review.

Costs to be itemised in a revised quote

Other paths which have been queried by parishioners to be included in TFM quote.

Thames Water to be approached regarding the path they regularly visit.

BS & HM to walk paths and produce a comparison chart to be emailed to Council with a subsequent vote.

TFM to continue with grass cutting until revised quotes received.

NT proposed, FY seconded, BS abstained, others voted in favour

Recreation ground maintenance:

Replacement surface has arrived and start date for laying 15th August.

Wood chip will need to be topped up at some point.

Football nets:  Need regular walk around maintenance to ensure clips are in place.  Football manager to be asked if he could make checks and report any measures needed.   CS offered to replace clips when necessary.  LH to email

Agreed new barn padlocks of a code nature should be purchased and codes to be changed on a monthly basis.  Proposed by BH, Seconded by BS  All in favour

NT handing all information regarding the play area to DB.

  1. To receive resignation from Councillor Thorp

Resignation accepted and NT thanked for his valuable contribution

CS agreed to take on the role of Vice Chairman.  FY will be copied in on all Vice Chair matters.  FY also agreed to take on the ‘Planning’ element of the Council.  Proposed by BS, seconded by NT, all in favour

  1. Planning

Acknowledgement that:

P22/V1914/CM (Collard Environmental Ltd) was approved as advised 26.06.24 and

P24/V1165/HH – alterations/extension at Sunnybank, High Street was approved as advised 02.07

P24/V0976/HH – development at The Orchard, High Street, approved as advised 04.07

 Finance & Administration

Agreed the authorisers of next month’s payments would be NT & DC.  CS to be added as an authoriser

All payments in June were approved

Bank reconciliation signed by BS & LH

Expenses provided by BS to be carried over to next month

ILCA and FILCA training courses approved for the Clerk.  Proposed by BS,  Seconded by FY.  All in favour

Response to email on safety of lithium battery disposal considered not necessary.  BS proposed to approve.  CS seconded.  2 in favour.  1 abstention.  3 against.

Sustrans cycle path benches.  Condition of these raised.  Proposed that Sustrans be approached to contribute to replacing these.  Agreed to approach chairman of East Hagbourne (EH) to ask if EH would take it on.  County, District Councillor and MP to be copied on communication.  Agreed that all the benches need replacing over a period of time.  DB, BS, LH

District boundaries.  Currently 2 DCs for the ward but the proposed change would mean only one.  Second one likely to go to Great Western Park ward.  BH said should argue to keep two.  Clerk to respond to email objecting to proposal.  Proposed by BH.  Seconded by NT.  All in favour

Purchase of new laptop and back up drive approved – up to £500 max.  Proposed by BS seconded by BH, all in agreement

CS offered to help file laptop documents and set up new system approved.  As a professional IT person, CS would be paid for this time if within the limits set for not requiring 3 quotes to be obtained.   BH proposed.  FY seconded.  One abstention.  Others  In favour.

  1. Resuming VAT reclaims on a quarterly basis approved

Proposed by BS, Seconded by FY all in favour

  1. To receive an update on the village questionnaire

William Betts and Ian Ross have come forward to help.  Plan to be developed.  Structure anticipated for September meeting

  1. To hear any updates on any aspect of the recreation ground including play areas and maintenance

As above

Car park – who is it for.  Owned and repaired by UPC.  Village Hall committee prepared to support extension.  They have agreed to put rubber matting down and act asap.  Will provide parking for an additional 20 cars..  Access needs to be addressed.  BH will lead and design spec.  There is budget allocation for this.

Quote received for Solar panels on village hall – applying for grant could save up to £2k in costs and possibly a saving in adding to the grid.  Quote includes batteries and ev charging ports.  Ongoing.

  1. To receive IT update regarding Village Website

A .gov.uk domain name is not currently mandatory nor expected to become so.  However agreed that holding such a name would be wise.  upton.oxon   upton.ox or upton.oxfordshire according to what is available.  BS proposed to take £100 grant  to purchase name pending any further decisions.  DB seconded.  All in agreement.  CS to look into

 To hear plan for Upton News

Alun Griffith has volunteered to take this over.  NT thanked for his work to date.

  1. To confirm the date and venue of the next full council meeting

Next meeting will be held on Wednesday 25th September 2024 at 19.00 in the small meeting room at Upton Village Hall

Meeting declared closed at 21.45

Minutes of the meeting of the Parish Council 22.05.2024

UPTON PARISH COUNCIL

Minutes of the meeting of the Parish Council

Upton Village Hall on Wednesday 22nd May 2024 at 19.00

In attendance: Vice Chairman Neil Thorp (NT)

Councillors David Beckles (DB) Brendan Heneghan (BH)

Clerk Lisa Heneghan

 

1. To receive apologies for absence

Chairman Ben Shaw (BS)

2. To record any declarations of interests relating to this meeting

None

3. Open Forum

No parishioners present

4. To approve minutes of the Parish Council meeting held on 24th April 2024

Approved by NT and BH

5. To elect a new Chairman and agree the appointment of members of sub committees

NT proposed BS to continue in the role. Seconded by both BH & DB. BS had agreed with NT in conversation he would continue if requested. Unanimously agreed that the time and effort BS has made to the council and village is hugely appreciated. Councillors have agreed to bring UPC monthly meetings forward to 19.00 to assist BS

Deferred finance and personnel subcommittee appointments until new councillors have been appointed

6. To agree the appointment of two new councillors

Francoise Yates (FY) and Chris Selig (CS) have both expressed an interest to become councillors. NT proposed that FY be co-opted to fulfil the first vacancy. DB seconded. The second post, following Nicola’s resignation, is to be advertised but anticipated CS will take this. LH to notify DC and find the ad to post on noticeboard. BS to write to FY to say pleased she’s been appointed and invite her to next meeting

7. Report from District Councillors

DC’s not able to be present. Nothing to comment on from May report.

ACTION

LH

BS

8. Planning

To agree / ratify the Council’s response to the following consultation

P24/V0976HH The Orchard, High Street, Upton IX11 9JE. Partial demolition of existing garage. Erection of new single storey side extension

There was no formal response and no objections perceived

 

9. Finance & Administration

Accounts to 30th April approved. NT signed off bank reconciliation.

NT to contact Lloyds bank to get LH registered as online user and for post

10. To receive an audit update and next steps

NT advised that Lisa Morgan had asked auditor to contact NT. LH to follow up. LH seeking training opportunity to progress


11. To receive an update on the village questionnaire

BS is handling this so deferred to next meeting

12. To hear any updates on any aspect of the recreation ground including play areas and maintenance

Inspection of equipment due as advised by external email. BH proposed this was addressed immediately. Agreed by NT & DB

Slide repair – NT agreed design proposal earlier today. Order placed with metal workers and expected within a couple of weeks. Benches, daisy rotator and seesaw repairs have been done. DB to check if payment made. Separate bill for slide repair. Nick Drum (ND) doing surrounds for play area. NT suggested that if he sends a proforma part payment is made by UPC to enable him to buy materials up front. NT has asked for start date but ND not come back yet.

NT to talk to Tactical Facilites Management to get invoicing sorted.

BH sprayed and seeded playground areas and to complete expense claim form

Grass cutting looks awful just after cutting. NT to talk to Henry @ Tactical Facilities Management to agree timing of cuttings subject to weather.

Uptonogood (15th June) BH / Bob Lott playing telephone and message tag to arrange a meeting to discuss charity money, the container, the trolley with box to store marquee etc. Grass needs cutting before the event on the 15th June.  Nothing further to report.

ACTION

NT

LH

BS

LH

DB

NT

NT

BH

NT

BH

NT had call from ‘Ashley’ who would like to use rec ground for football club. Ashley has contacted UVHAT. UPC needs schedule of charges. Midweek use also requested but no use of hall. Eventually be based at Upton and be called the Upton …… DB said give it a go. BS suggested linking with The George to use parking and have breakfasts/lunches. Agreed worth pursuing.

BH – quote from Kieran O’Donohue to paint garage doors had been agreed. Nothing done. Agreed this should be actioned. LH

There has been a complaint from a villager about ivy from nature garden growing over his fence and concern about overhanging trees. LH to write to Kieran

13. To agree UPC content for the next issue of Upton News

Ad for new councillor vacancy

Welcome to FY and LH

14. To confirm the date and venue of the next full council meeting

 

Next meeting will be held on Wednesday 26th June 2024 at 19.00 in the small meeting room at Upton Village Hall

Meeting declared closed 21.12

LH to ask OLAC who needs to sign off Parish meeting minutes

LH to check insurance policy to see if there is an escalation clause

ACTION

?

NT

LH

LH

 

NT

LH

LH

New Councillors for Upton

The Parish Council is delighted to welcome Francoise Yates and Chris Seelig to the Committee.

All councillors are asked to take representative roles for 6 main areas; Planning, Playground, Nature Garden/Environment, Village Hall, Treasurer, and Communications. The council would like to advise the following:

Neil Thorp will continue to oversee Planning

The Village Hall representative is Brendan Heneghan

Chris Seelig, with his wealth of IT knowledge will be responsible for Communications

David Beckles will oversee the Playground

The Nature Garden will be represented by Francoise Yates and

Ben Shaw will be Treasurer

 

UPTON PARISH COUNCIL

Upton Parish Council Minutes of the Meeting held on 28th February 2024

Minutes of the meeting of the Parish Council held in the main hall at Upton village hall on Wednesday 28th February 2024 at 8pm.

 

In attendance:-            Chairman                    Ben Shaw (BS)

Vice Chairman            Neil Thorp (NT)

Councillors                 David Beckles (DB), Brendon Heneghan (BH), Nicola Hall (NH)

Clerk                           Lisa Morgan (LM)

 

 

  1. To receive apologies for absence
    None.
  2. To record any declarations of interests relating to this meeting
    BS- Organised Grime.
  3. Open Forum
    • To receive representations from members of the public if present.
      (Maximum 15 minutes, 3 minutes per person)
      No members of the public were present.
  4. To approve the minutes of the Parish Council meetings held on:-

UPC Meeting 22nd November 2023
Following the issue raised on section 4 of these minutes at the January meeting, a slight amendment has been made. BS proposed approving the minutes. It was unanimously agreed.

BH joined the meeting at this point.

 

UPC Meeting 17th January 2024

Note: – Any changes to the minutes need to be agreed by a vote.
BH raised a question re section 4 of minutes in regard to District Councillor’s request for meeting to discuss printing of email in Upton News. BS has sought advice from OALC and has written to District Councillors explaining that Upton News is separate from the Parish Council and the Parish Council cannot control what is published by a Councillor when acting as an individual rather than acting on behalf of the Parish Council.
It was agreed that this matter is now closed and the minutes of the January meeting were a true record. Voted 4 in favour and 1 abstained.

  1. Planning
    • To agree / ratify the council’s response to the following consultations
      • P24/V0285/S73 Skippets Stables, Dene Hollow, Chilton.
        Variation of Condition 2 (Approved Plans) on Planning application P23/V0252/FUL. Erection of a single storey amenity building together with a 3 bay equine building.
        Deadline 29.02.24
        UPC returned no objections 26.02.24
      • P24/V0305/FUL Skippets Stables, Dene Hollow, Chilton.
        Replacement of the range of timber stables with the erection in brick, of 9 loose boxes, WC & tack room. Re-erection of the timber stables as a straight line of 10 loose boxes.
        Deadline 29.02.24
        UPC returned no objections 26.02.24
    • To note planning permissions/withdrawals received during the month.
      • P23/V2689/FUL 3 Fieldside, Upton
        Planning permission 12.02.24
      • Maslina, Reading Road, Upton
        Planning permission 21.02.24
      • Finches, Stream Road, Upton
        Planning permission 28.02.24
    • Naming of Hollow Way, Upton
      UPC are aware that this is already named as Hollow Way. BH will draft a letter explaining that UPC are in agreement of it remaining Hollow Way.
      Unanimously agreed.
  2. Finance & Administration
    • Treasurers Account to 31.01.24 £17487.62
      Business Bank Instant Account to 31.01.24 £13208.87
      Total funds available as at 31.01.24 £30696.49
  • To agree the authoriser for this month’s payments
    NT & DB will authorise the payments
  • To approve payments to be made noted below under the General Power of Competence and within budgeted amounts.

 

DATE Description /Payee Amount
28.01.24 Clerk’s salary since last meeting

 

 Not publicly disclosed
09.01.24 Kalehurst Garden Machinery Invoice 145091 £506.26
09.01.24 OALC Invoice 4561 VAT Course LM £36.00
09.01.24 OALC Invoice 3063 Audit Course LM £36.00
18.01.24 Miss E Cooper Invoice UPC001 Training LM £96.70
18.01.24 Cloudally Invoice 29413 £42.00
29.01.24 Microsoft subscription £4.90
Total £721.86

(plus salary above)

 

Receipts Description Amount
OALC Refund of Invoice 3063 Audit Course LM £36.00
Lloyds Bank Interest Jan 24 £13.63
Total   £49.63

 

  • To sign off bank reconciliation to end January
    Provided in advance of the meeting & to be signed at meeting.
    BS signed reconciliation.
  • To agree appointment of Harry Hood to carry out Internal Audit 23/24
    Unanimously agreed.
  • To agree Asset Register for Internal Audit.
    Unanimously agreed.
  • To hear an update on the village questionnaire.
    BS confirmed that the questionnaire went out in the February Upton News and BS put on Facebook and the WhatsApp group. 22 responses have so far been received. It was proposed that LM print off paper copies and they are distributed and the deadline for replies extended to the end of March. Completed questionnaires can be returned to Clerk’s address or handed in at Drop in session at the church on Good Friday.
  • To hear update on the village litter pick.
    Due to the fact that one person is required to take personal responsibility for the Litter pick and it cannot be done under the Parish Council, it was agreed to put an article in the Upton News explaining that the planned Litter pick will not go ahead. NT has drafted a note explaining the situation, to be published on behalf of council, in the Upton News. NH will also put it on the village WhatsApp group. It was unanimously agreed.
  • VOWH Joint Local Plan
    BS & BH have responded individually. It was agreed by 4 -1 that it be individual responses rather than as a Parish Council.
  1. To hear any updates on any aspect of the recreation ground including play areas and maintenance.
    • Play area inspection and repairs required following inspection.
      An email has been received today advising that a piece of the play equipment is damaged. NT will go to the recreation ground tomorrow and cordon off the equipment.
      Council expressed concern that the play equipment is coming to the end of it’s life and the cost of repairs is becoming unsustainable. The wood surround is in need of total replacement and the wood chip needs topping up.
      It was proposed to obtain quotes for total replacement of play equipment and surround before carrying out any further repairs. BH will look at different play equipment costs. NH will speak to Sally Povolotsky about possible grants. LM will request a quote from Kompan for cost of replacement.
    • Pump Track and clearance work.
      BH will get a quote for work to be carried out in May.
    • Current maintenance contracts & bin collection contracts
      LM & NT are meeting with a contractor to quote for both contracts and will report back to Council
    • Uptonogood.
      BH will speak to organisers of Uptonogood and discuss what they would like for storage of their equipment. BH will then obtain quotes and report back to council.
    • Any other updates on the recreation ground
      None.
  2. To hear an update on the production & issue of Upton News – NT

Agree content for next edition of Upton News
It was agreed to put photos and details of cost of repairs of the play equipment and surround.
Details of questionnaire response deadline extended until end of March.
Note that Litter pick can not be organised by Parish Council.
Job vacancy for Clerk position and vacancy for Councillor following Graham de Wilde resignation.

BS confirmed that LM will be leaving in the middle of March. He advised that there have been no responses to advert for position so far. He proposed putting advert on with an agency.
All were in agreement.

  1. To confirm the date and venue of the next full council meeting

Next full council meeting will be Wednesday 27th March 2024 at 8.00pm, in the main hall, Upton Village Hall.

 

 

Meeting ended 9.50pm