UPTON PARISH COUNCIL

Minutes of the Parish Council Meeting
Date: Wednesday, 24th September 2025
Time: 19:00
Venue: Small Meeting Room, Upton Village Hall

Present
Chair: Cllr. Françoise Yates (FY)
Councillors: Cllr. Chris Seelig (CS), Cllr. Emma Watts-Lay (EWL), Cllr. David Beckles (DB)
Clerk: Benjamin Shaw
Apologies: Cllr. Matthew Tolbot (MT)
Members of the Public: Mr Peter Head (PH)

1. To receive apologies for absence

Apologies were received from Cllr. MT All other members were present.
Resolved: Apologies noted.

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

No declarations of interest were made.
Resolved: None declared.

3. To co-opt Peter Head onto the Parish Council as of 24th September 2025

The Chair invited members to consider the co-option of Mr Peter Head to the Parish Council.
Proposed by: Cllr. FY
Seconded by: Cllr. EWL
Vote: Unanimous in favour.
Resolved: Mr Peter Head was duly co-opted onto Upton Parish Council as of 24th September 2025. The Chair congratulated Cllr. Head and noted that the necessary paperwork would be completed and signed at a later date.

4. Open Forum

There were no members of the public present at the time of discussion.
It was noted that the Brownies had requested access to the recreation ground and asked if the gates could be dropped during their visits. This will be scheduled for the next meeting.
Resolved: Clerk to add the Brownies’ request to the next agenda.

5. To approve the minutes of the Parish Council meetings held on Wednesday, 23rd July 2025 and Friday, 5th September 2025

The minutes were circulated in advance.
Proposed by: Cllr. FY
Seconded by: Cllr. CS
Vote: Unanimous in favour (Cllr. PH abstained as he was not a councillor at the time).
Resolved: Minutes approved and signed by the Chair as a true and accurate record.

6. To hear questions and reports from the District Council

No representatives were present. A written report had been received and circulated.
Resolved: Report received and noted.

7. To hear questions and reports from the County Council

No representatives were present. A written report had been received and circulated.
Resolved: Report received and noted.

8. Planning

8.1 P25/V1051/FUL – Skippets Stables, Mobile Home, Dene Hollow, Chilton, Didcot

The Clerk reported that the application had been approved.
Resolved: Decision noted. No further action required.

8.2 Amendment (No. 2) – P25/V1051/FUL – Skippets Stables, Mobile Home, Dene Hollow, Chilton, Didcot

Members noted the amendment reduces proposed external lighting, following objections from Chilton Parish Council.
Proposed by: Cllr. FY
Seconded by: Cllr. DB
Vote: Four in favour, one abstention (Cllr. Peter Head).
Resolved: No formal comment.

9. Finance & Administration

Financial Summary (as at 31 August 2025):

• Treasurer’s Account: £29,490.15
• Business Bank Instant Account: £32,083.84
  Total funds available: £61,573.99

9.1 To agree the authorisers for next month’s payments

It was proposed that Cllr. David Beckles continue as an authoriser for the forthcoming month.
Proposed by: Cllr. FY
Seconded by: Cllr. EWL
Vote: Unanimous.
The Clerk confirmed additional online banking cards/readers for Cllrs. MT and FY were being issued.
Resolved: Authorisers agreed.

9.2 To approve payments made within budgeted amounts

Members reviewed payments since the previous meeting and confirmed all were within budget.
Proposed by: Cllr. CS
Seconded by: Cllr. FY
Vote: Four in favour, one abstention (Cllr. PH).
Resolved: Payments approved.

9.3 To sign off bank reconciliation to end of July & August 2025

Reconciliations presented; examined and signed.
Proposed by: Cllr. FY
Seconded by: Cllr. DB
Vote: Unanimous (one abstention — Cllr. PH).
Resolved: Bank reconciliations approved and signed.

9.4 To review all standing orders and approve

Standing orders currently include Tesco Mobile, Microsoft 365, and TFM Grounds Maintenance. Multiple grounds entries related to two months’ billing (including bins).
Resolved: Standing orders approved unanimously.

9.5 Presentation of End of Q1 & Q2 Financial Statements

Due to the Treasurer’s absence, presentation was deferred to the October meeting. The Clerk noted a healthy cash position and spend within budget.
Resolved: Defer to October 2025 meeting.

10. Draft Budget Proposal for FY 2026–2027

The Clerk outlined the process for the draft budget (1 Apr 2026 – 31 Mar 2027).

• Treasurer and Clerk to circulate a draft by email for comments.
• Councillors may suggest amendments and capital priorities.
• Finance Working Group to meet in October 2025 to finalise recommendations.
• Final budget and precept at Full Council — 29th Oct 2025.
  Resolved: Discussion deferred until Treasurer’s return; draft to be circulated in advance.

11. Appointment of Internal Auditor for 2025/26

No responses received from LCC, Auditing Solutions Ltd, or PATAS despite multiple contacts. Members considered re-appointing current auditor.
Recommendation: Reappoint Abbott Denton.
Proposed by: Cllr. FY
Seconded by: Cllr. EWL
Vote: Unanimous
Resolved: Abbott Denton appointed Internal Auditor for 2025/26.
Action: Clerk to confirm booking and bring engagement letter/fee to next meeting.

12. Recreation Ground – winter readiness & 2026/27 grounds maintenance planning

12.1 Trees

• Priority safety works discussed (incl. car-park entrance overhang; at-risk tree near power lines).
  Resolved: Seek three quotes from qualified arborists for a tree survey (with priorities) and any urgent works.
  Actions: Clerk to invite Michael Wilson and two others to quote (like-for-like spec); Clerk to write to SSE re at-risk tree; any minor pruning only with insurance, risk assessment and competence.

12.2 Drainage

• Surface drain by folding bollards is clear but requires regular sweeping.
  Resolved: Add monthly sweep to the grounds brief.
  Action: Clerk to arrange an immediate sweep and include in future specs.

12.3 Grounds equipment (mower)

Resolved: Service the ride-on mower this month within budget.
Action: Clerk to arrange collection/service and report advisories.

12.4 Grounds maintenance contracts (2026/27)

Resolved: Seek three like-for-like quotes using a written spec and site walk-through.
Actions: Clerk to prepare spec/map and invite TFM, Scofell, and one other; Cllr. Head to suggest an additional contractor; Finance committee to review and recommend.

12.5 Play area

Resolved: Obtain three quotes for swing replacement and phased improvements; arrange scheduled independent inspection.
Actions: Cllr. Françoise Yates to continue quotes (with/without installation) and liaise on compliance; Clerk to arrange next independent inspection and continue quarterly internal checks; Cllrs. FY & MT to explore grants once scope/costs confirmed.

12.6 Communications & volunteers

Resolved: Invite residents to discuss non-power-tool volunteering and grounds priorities at 29 Oct 2025; set out constraints clearly.
Action: Cllr. EWL to prepare a short notice for Upton News, Facebook, and the WhatsApp group.

12.7 Site security

Resolved: Change padlock codes on bollards/garage.
Action: Clerk to update and circulate to councillors (and event organisers on a controlled, temporary basis).

13. Village Survey – Update from Cllr. Yates

Volunteer Debbie [surname withheld] will coordinate a focus group (~12 residents) representing different interests/areas to shape a short village-wide questionnaire; two resident facilitators to assist; aim to complete initial focus-group work by 22 Oct 2025. A Parish Council representative will be invited.
Actions: Cllr. Yates to circulate links to prior surveys; members to submit proposed PC questions; Cllr. FY to liaise on attendance and report back in October.
Resolved: Update noted; Council thanks the volunteer.

14. Community Working Group – ACV Nomination: Chapel Furlong Land

Resolved: Public record to state “negotiations are ongoing and continuing in good faith with the vendor.” Further details to be discussed off the record after the meeting.

15. Village Matters

15.1.1 Recreation Ground

No further updates beyond Item 12. Resolved: Noted.

15.1.2 Football Pitch Hire

• Existing hirer ends on 30 Sept (two sessions early); refund request of £40.
  Resolved: Refund approved as goodwill.
  Proposed: Cllr. PH | Seconded: Cllr. EWL | Vote: Unanimous
• Previous hirer interested in returning (training only).
  Resolved: Clerk to negotiate at £50 per session; no parking on grass; toilets not included.
• Unauthorised Tuesday use: Clerk to monitor; if operating commercially, remind of non-commercial use policy.

15.1.3 Play Area

Weekly ROSPA-based visual inspections to continue, shared via a rota. Cllr. DB to attend next inspection (13 Oct).
Actions: Members to add dates to rota; Cllr. FY to induct; completed forms to Clerk monthly.
Resolved: Shared rota adopted.

15.1.4 External Audit

AGAR 2024/25: Correspondence ongoing. Minor numerical inversion identified and clarified; no impact anticipated.
Resolved: Noted; awaiting final sign-off.

15.1.5 Storage Container

Further work paused due to access constraints.
Resolved: Cllr. FY to discuss alternative storage (e.g., metal boxes in garage) with donor; decision to October meeting.
Note: Ground conditions may delay any vehicle delivery until spring 2026.

15.1.6 Organisation of the Marquees

Reorganisation to follow storage decision.
Resolved: Review storage after donor discussion; subject to approval, schedule a Volunteer Maintenance Day to sort/clean/label before spring.

15.1.7 IT & Website

New parish emails being issued; website tidied. Peter McLaughlin intends to step back from management.
Resolved: Increase IT/website budget to £2,000 in the draft budget; Cllr. PH to review hosting/maintenance options with the Clerk/Treasurer.

15.1.8 Contributions to Upton News

Article to:

• Thank fete volunteers and donors (noting PC role/contribution).
• Note approx. £4,000 raised, proceeds to church, Blueberry School, and community projects (incl. play area).
• Invite expressions of interest in volunteering (maintenance/fundraising).
• Note grounds maintenance tender in progress; public input welcome at October meeting.
  Action: Cllr. EWL to prepare and submit the item.

 

Date of Next Meetings

• Finance Committee: Wednesday 15th October 2025, 19:00 — Upton Village Hall (Small Meeting Room)
• Full Council: Wednesday 29th October 2025, 19:00 — Upton Village Hall (Small Meeting Room)

 

The Summer 2025 Upton Photographic Competition is now open! This competition is open
to all residents of Upton.
There are two age categories:
• anyone under 16 years of age
• anyone 16 years of age and above
There are three competition themes:
1. Upton and Surrounding Area: any photograph that shows off the area in
which we live (landscapes, buildings, people, nature, sunsets, weather etc).
2. Photos from your travels photographs from anywhere in the world
3. Black and White any summer image captured in, or converted to, B/W
Images can be captured by phone or camera and sent to this email address. Please remember to
include a brief description or title. The closing date is September 30th 2025 and there is no limit to the
number of entries.
Good luck and get snapping!!

As they say: “no news is good news” and nothing was noted in Upton this month.
The group is now officially registered and if you would like to be formally part of the group and
receive local updates, do join using this link
To raise our profile within the village, we are hoping to install some signs and to have a presence
at the Village Fete on 6th September.
The latest edition of Which? ScamAlerts highlighted fraudulent QR codes, known as
quishing scams. QR codes are two-dimensional patterns of small black and white squares that can
be created by anyone. While many are harmless, some act as gateways into a scammer’s trap.
Fake codes are most commonly found in car parks as sneaky stickers placed on payment machines,
according to Action Fraud, the national fraud and cyber crime reporting centre. Scam QR codes have
also been found on online shopping platforms, with sellers receiving dodgy QR codes via email to
verify their accounts or to receive payments for sold items. Some reports revealed scams
impersonating HMRC and other UK government bodies. Action Fraud issued a warning after
revealing that £3.5m was lost to reported QR code scams in 2024.
Before scanning a QR code, you should:
• look for tampering – does the QR code look like it has been stuck over something? If you’re not
sure, enter the website address manually and avoid scanning the code;
• preview the website address before following it.
When you scan a QR code, you should see the address pop up before you’re redirected to it.
Check the address to make sure it corresponds to the address you were expecting;
• avoid scanning QR codes in public places, such as car parks. Look for alternative ways to carry
out the task. If it’s a car park, there should be information about other ways to pay;
• try to avoid using a QR code to make a payment;
• avoid QR code scanning apps, as they can increase the risk of downloading malware or
being redirected to a misleading advert. Most mobile devices have QR code readers within the
phone’s camera, so use that to scan QR codes instead.
• avoid scanning QR codes in emails, as these could be used by scammers to disguise phishing
links.
If you lose any money to a scam, call your bank immediately using the number on the back of your
bank card and report it to Action Fraud.
Our next meeting will be in September (date to be confirmed) and as ever, all are welcome .

Thank you to all those that participated at this year’s Uptonogood? Whether you
rode or volunteered and helped in one (or more) of the many capacities required, the event could not
happen without you, so thank you, Upton’s thriving community, for your support.
We had some 550 riders on the day, cycling 5 different routes, looked after by 52 Marshals and 7
Sweepers. Once the riding was over, we had 3 fantastic bands, 1 DJ, 387 burgers flipped, 80
sissling sausages, and approximately 1000 pints of beer and cider consumed!
On the downside, we had a broken chain, broken derailleur, a nasty case of gravel rash, and a broken
collar bone. Fortunately, they were all taken care of by Safe Hands and Mountain Mania, our first aid
and mechanical support providers.
For once the sun shone throughout the day and although hot, it was not the “hottest day” forecast,
with a third of the 648 litres of water purchased for the feed stations being returned unused.
We are pleased to say all our efforts have resulted in approximately £13.5K raised which will now be
apportioned according to volunteer/marshal requests but with the majority staying right here
in Upton to support the upkeep and improvement of the wonderful facilities we have. Full details will
appear on our website in due course.
If anyone took photos on the day that you don’t mind sharing, please email them to us.
If you are up for doing it all again next year, the date will be Saturday 20th June 2026.
All the best,
Mike Tibbetts and Bob Lot

Save the Date: Saturday 6th September 2025, 12 noon – 4 pm
Planning is in full swing for this year’s Upton Village Fête, and we’d love your help to make it
another fantastic community day!
We are currently looking for volunteers to help with:
• running stalls (books, plants, tombola, hampers, refreshments, and more)
• helping with set-up on the morning of the event
• lending a hand with clearing away afterwards
Whether you can spare an hour or the whole day, we’d be so grateful for your time.
We’re also on the lookout for donations for our ever-popular stalls:
• hampers: bottles, luxury food items, pamper products
• tombola prizes: unopened gifts, treats, bottles, toiletries
• books: good-quality fiction, children’s books, and recent titles
• jigsaws: complete and in good condition
• plants: cuttings, potted plants, herbs, flowers
• preserves: homemade jams, chutneys, marmalades
• face painting: we’re also in need of a volunteer to offer this fun activity on the day!
Donations can be dropped off to: Ann Parham, Pottengers, Chilton Road, Upton
by Wednesday 14th August 2025
This is a brilliant opportunity to get involved in a village tradition and help raise funds for our local
community.

QR codes in pubs or restaurants are usually safe to scan, but fraudulent QR codes (also known as quishing scams) are most commonly found in car parks as stickers placed on parking machines. Local councils and trading standards have recently put out warnings about QR code scams in car parks

Mike Weston was recently awarded a prestigious medal by the Royal Aero Club at a
ceremony at the RAF Club in London. The medal was awarded to “acknowledge people making a          major contribution to flying instruction” and was presented by Air Vice Marshal Mark Flewin.
Mike has lived in Fieldside House with his wife Helen for over 40 years; Helen is mostly known for
her gardening advice, having looked after the greenhouses at Savages for many years (now
retired).
Mike is the Chief Flying Instructor for Cotswold Gliding Club, looking after the training and safety
of around 180 members and 30 instructors. He has been a gliding instructor for over 30 years,
clocking up well over 5000 instructional flights. He is also an enthusiastic cross country pilot,
competing in a number of competitions and is the current champion of an annual two-seat glider
competition held in Yorkshire

The Summer 2025 Upton Photographic Competition is now open! This competition is open
to all residents of Upton. There are two age categories:
• anyone under 16 years of age
• anyone 16 years of age and above
There are three competition themes:
1. Upton and Surrounding Area: any photograph that shows off the area in which we live (landscapes, buildings, people,nature, sunsets, weather etc).
2. Photos from your travels, photographs from anywhere in the world
3. Black and White, any summer image captured in, or converted to, B/W
Images can be captured by phone or camera. Please remember to
include a brief description or title. The closing date is September 30th 2025 and there is no limit to the
number of entries.
Good luck and get snapping!!

Rob Traynor