UPTON PARISH COUNCIL

Minutes of the meeting of the Parish Council

Upton Village Hall on Wednesday 26^th June 2024 at 19.00Continue Reading Minutes of the meeting of the Parish Council 26.06.2024

UPTON PARISH COUNCIL

Minutes of the meeting of the Parish Council

Upton Village Hall on Wednesday 22^nd 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 24^th 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 30^th 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 (15^th 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 15^th 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 26^th 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

UPTON PARISH COUNCIL

Minutes of the meeting of the Parish Council held in the main hall at Upton village hall on Wednesday 27^th April 2024 at 8pm.

Continue Reading Minutes of the meeting of the Parish Council 27.04.2024

UPTON PARISH COUNCIL

Minutes of the meeting of the Parish Council held in the main hall at Upton village hall on Wednesday 27^th March 2024 at 8pm.

Continue Reading Minutes of the meeting of the Parish Council 27.03.2024

Minutes of the meeting of the Parish Council held in the main hall at Upton village hall on Wednesday 28^th 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 22^nd 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 17^th 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.

5. 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.
6. 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.

7. 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.
8. 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.

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

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

 

 

Meeting ended 9.50pm

UPTON PARISH COUNCIL

 

Minutes of the meeting of the Parish Council held in the meeting room at Upton Village Hall on Wednesday 17^th January 2024 at 8pm.

 

In attendance:-       Chairman                              Ben Shaw (BS)

Vice Chairman                     Neil Thorp (NT)

Councillors                           Brendon Heneghan (BH), David Beckles (DB),

Nicola Hall (NH)

Clerk                                      Lisa Morgan (LM)

County Councillor              Sally Povolotsky (SP)

District Councillors             Debra Dewhurst (DD), Hayleigh Gascoigne (HG)

 

 

1. To receive apologies for absence
   None.
2. To record any declarations of interests relating to this meeting
   BS- Organised Grime.
3. To receive the County Councillor’s report
   Report received in advance of meeting and sent to Council.
   SP updated on reservoir plan. Due to change of Secretary of State in November, Thames Water Management Resource Strategy has not been confirmed. SP has written but cannot do anything until plan is released. This should be in Apr/May this year and SP confirmed she is still fighting on this and will keep everyone updated.
   SP confirmed she has written to the head of ICB for an update on the Healthcare plan for Great Western and Valley Park. She has requested a meeting with all the heads of the planning & health boards. All correspondence is being copied to councils and SP will continue to chase. DD & HG are also chasing. Once a date has been agreed for meeting SP will meet with UPC and agree questions to be raised.
4. To receive District Councillor’s report
   Report received in advance of meeting and sent to Council.
   DD raised the importance of the Joint Local Plan and the Boundary Commission Consultation & urged the Council to get their voices heard. HG stressed that the Joint Local Plan is one of the most important documents that the District Council produces and it is an opportunity for everyone to get their views in to shape the document. NT will publicise the document in the Upton News. There are drop-in sessions to discuss the plan and ask questions. 31^st Jan The Beacon Wantage. 10^th Feb Berro Lounge, Didcot.
   HG went on to say that she felt UPC and herself and DD had not resolved the issue from the last meeting in respect of the publishing of her email in the Upton News and had emailed BS & LM stating this. BS had replied to the email confirming he is happy to arrange a separate meeting with them to discuss how they want to move forward. This initial meeting will be DD, HG, BS, LM. HG & DD will contact LM with dates and discussion points. UPC and the District Councillors confirmed they really want to work together. Once the meeting has taken place, BS & LM will go back to Council for a resolution to be agreed.
5. 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.
6. To hear an update from the PCC
   The following report was received:-

   St Mary’s WC and kitchen installation

 

The works are now complete, apart from a few minor fixes and snaggings which are due to be addressed by the builders, Aston Building and Conservation, this week. The works are on-budget.

 

The opening ceremony, originally planned for 20^th January, is now planned for Saturday, 24^th February. Entertainment will be provided together with drinks and light refreshments. All in Upton will be welcome to attend and the event will be publicised around the village and in Upton News.

 

We are now working on plans to make the space in the nave more flexible and suitable for a variety of users. Changes are likely to include the replacement of some of the pews with stackable or folding chairs and tables.

 

Friends of St. Mary’s

This group was set up in 2015 and raises money to support the costs of running and maintaining the church building, the churchyard and cemetery. As well as this primary money-raising aim, FOSM holds social events for Friends.

 

Now that fund-raising for the WC and kitchen is complete, we aim to encourage further membership of FOSM, especially of people who have moved to the village since 2015. An announcement will be made shortly.

7. To hear an update from a UVHAT representative on village hall operations
   No report but BS updated re soakaway request. BS has spoken to two solicitors re drawing up a license agreement, which can be used for the soakaway and for future work, to ensure work is carried out meeting all safety regulations and includes the removal of waste and continual monitoring of the ground after completion of the work. This agreement was advised by OALC. BS proposed using Surrey Hills Solicitors to draw up the document. Council voted 4 in favour and 1 abstained.
8. To hear an update from the Nature Garden representative
   No report received.
9. To hear an update on UPC IT
   No report. Quotes are being sought for website updates.
10. To approve the minutes of the Parish Council meetings held on:-

UPC Meeting 22nd November 2023
A question was raised on section 4 of these minutes regarding the publishing of emails. It was agreed to review the minutes and approve them in the next meeting.

UPC Extraordinary Meeting 29^thNovember 2023
Council unanimously approved the minutes were a true record.

Note: – Any changes to the minutes need to be agreed by a vote.

11. Planning
    • To agree / ratify the council’s response to the following consultations
      • P23/V2573/FUL Horse & Harrow, West Hagbourne
        Change of use of land, (associated with planning ref P22/53609/FUL)
        Deadline 12.12.23

UPC returned no objections 07.12.23

• 0166/23 Chilton Recycling Facility, Chilton re P22/V1914/CM & P23/V2764

Proposed extension to MRF & Waste Transfer Station. Vary condition 5 & allow an additional 12 HGV movements.

Deadline 14.01.24
UPC agreed no objections but with the caveat that if the route requires redirecting, due to weather, a new consultation is issued. Returned 18.01.24.

Council voted 4 in favour & 1 abstained

• P23/V2641/HH Finches, Stream Road, Upton

Installation of 1 flat roof dormer to existing loft conversion & roof lights to side elevation.

Deadline 12.01.24
UPC returned no objections on 18.01.24

Council voted 4 in favour and 1 abstained.

• P23/V2689/FUL 3 Fieldside, Upton (Previous application P20/V2094/FUL)

Extension to side & rear & sub-division of plot to create new one bedroom dwelling.

Deadline 20.01.24
UPC voted to object to this application noting over development, parking & highway safety. UPC had previously objected to this application when it was passed in 2020.

UPC voted 4 in favour of objecting. 1 abstained.

Objection returned 18.01.24

• P23/V2854/HH Maslina, Reading Road, Upton

Construction of a garage, home office & pool house/gym.

Deadline 24.01.24
UPC agreed no objections to this application.

Council voted 4 in favour & 1 abstained.

UPC returned no objections on 18.01.24

• To note planning permissions /withdrawals received during the month
  None.

12. Finance & Administration
    • To receive an update UPC Finances End of Q3 results
      • Treasurers Account to 31.12.23 £18,517.38
        Business Bank Instant Account to 31.12.23 £13,195.24
        Total funds available as at 31.12.23 £31,712.62
    • To agree the authoriser for this month’s payments
      BS advised council that Graham de Wilde, GW, has formally resigned as a Councillor with immediate effect. As GW was a signatory for the bank account BS asked if DB would step in as second signatory with NT. This was agreed.
    • To approve payments to be made noted below under the General Power of Competence and within budgeted amounts.

 

DATE	Description /Payee	Amount
28.11.23/ 28.12.23	Clerk’s salary since last meeting	Not publicly disclosed
01.12.23	Organised Grime Invoice 0007	£294.00
01.12.23	Organised Grime Invoice 0008	£228.00
01.12.23	Organised Grime Invoice 0009	£216.00
01.12.23	Organised Grime Invoice 0010	£270.00
14.12.23	ARD Playgrounds Swing repair	£66.00
14.12.23	OALC Invoice 4513 Finance course LM	£36.00
14.12.23	SLCC Membership LM	£109.00
22.12.23	RoSPA Play area inspection	£302.40
22.12.23	UVHAT Hall hire Qtr 3 & Qtr 4	£20.00
28.12.23	Microsoft subscription	£4.90
Total		£1546.30 (plus salary above)

 

Receipts	Description	Amount
PCC Donation	Donation from PCC re Fete Proceeds	£1100.00
Lloyds Bank	Interest Nov 23	£14.54
Lloyds Bank	Interest Dec 23	£15.02
Total		£1129.56

 

• To sign off bank reconciliation to end December
  Provided in advance of the meeting & BS signed at meeting.
• To hear an update on the village questionnaire.
  BH confirmed he will draft the questions into a survey format and get it into the Upton News, with NT & BS’s help. Aiming for the February edition of Upton News.

13. To hear any updates on any aspect of the recreation ground including play areas and maintenance.
    • Play area inspection and repairs required following inspection.
      LM confirmed the next inspection is due in March. Council agreed for LM to book this inspection.
      Council agreed to discuss repairs of play equipment, which was raised in December inspection, in February meeting.
    • Pump Track and clearance work
      BH had obtained a quote for work to be carried out over Christmas holiday. This was not agreed so BH will need to ask for another quote. It was agreed to discuss this in March meeting.
    • Update on removal of football equipment from garage & removal of Portaloo
      All football equipment has been removed from the garage and the key has been returned. The Portaloo has also been removed.
    • Current maintenance contracts & bin collection contracts
      It was agreed to obtain quotes for these contracts. LM will arrange.
    • Biodiversity Policy
      It was agreed to discuss this in future meetings. Council are aware that a Biodiversity Policy is required.
    • Any other updates on the recreation ground
      A litter pick will be organised for volunteers in the village. NH will arrange a date which is most popular with volunteers and organise equipment needed. Biffa will be carrying out a separate clean up of the village. It was suggested they clean up the areas that are inaccessible or dangerous for the volunteers.
14. To hear an update on Speed Watch Activities from BH
    BH confirmed he has returned all the speed watch equipment to the Police.
15. 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 in details of the Litter Pick. NH will confirm details to NT
Questionnaire details also to be added this month.

16. To set the date and venue of the next full council meeting

Next full council meeting will be Wednesday 28^th February 2024 at 8.00pm, in the main hall, Upton Village Hall.

Meeting ended at 9.30pm.