UPTON PARISH COUNCIL

19 June 2026

To: All Members of the Council

You are hereby summoned to attend a meeting of Upton Parish Council to be held in the small meeting room at Upton Village Hall on Wednesday 24th June 2026 at 7.00pm.

Members of the public and press are welcome to attend. Please inform the Clerk at least 24 hours prior to the start of the meeting as numbers may be restricted.

Signed

Benjamin Shaw
Clerk to Upton Parish Council
parish.clerk@uptonparishcouncil.gov.uk

AGENDA

1. To receive apologies for absence
2. To record any declarations of interests relating to this meeting
3. To approve the minutes of the Annual Meeting of Upton Parish Council held on 3 June 2026
   Any amendments to be agreed by vote.
4. Open Forum
   To receive representations from members of the public.
   Maximum 15 minutes, 3 minutes per person.
5. Finance and Administration

5.1 To review bank balances as at 31 May 2026

Treasurer’s Account to 31/05/26: £25,477.26
Business Bank Instant Account to 31/05/26: £93,430.94
Total funds available as at 31/05/26: £118,908.20

5.2 To approve payments for May 2026 within budgeted amounts

Transaction Date	Transaction Description	Debit Amount
28/05/2026	MICROSOFT	10.3
26/05/2026	Salaries & WFH Allowance	1134.33
18/05/2026	Bank Charges	4.25
15/05/2026	Final TFM Payment	429.9
15/05/2026	Mobile Phone Bill	8.56

 

Transaction Date	Transaction Description	Credit Amount
27/05/2026	Football Pitch Hire	25

 

 

5.3 To approve authorisers for next month’s payments

5.4 To sign off the bank reconciliation to the end of May 2026

5.5 To sign the first quarterly Internal Financial Control Review checklist

1. Village Matters

6.1 Recreation Ground
a. Update on Uptonogood event Sign off the preceding Risk Assessment and the Subsequent Risk Assessment
b. To receive and consider the RoSPA Play Area Safety Inspection Report
c. To agree any required action plan arising from the RoSPA inspection
d. To receive an update on weekly playground inspection reports

6.2 Storage Container

To review the Parish Council’s current and future storage requirements and consider alternative options for the storage of equipment associated with Council activities and community events.

Background:
The Parish Council has previously considered the provision of additional storage facilities on Council-owned land. Members have noted that at previous discussions the Council resolved to investigate the use of existing storage facilities, including the tractor shed, before committing to the provision of additional storage infrastructure.

A Councillor has requested that the Council undertake a further review of its storage requirements and consider whether additional storage capacity is necessary. It has been suggested that existing facilities may not be fully utilised and that alternative solutions may be available.

Members are advised that alternative storage proposals and options may be circulated prior to the meeting for consideration.

Considerations:
Members are asked to consider:

• The current storage requirements of the Parish Council and community groups using Council facilities.
• The utilisation of existing storage facilities, including the tractor shed.
• Whether there is a demonstrated need for additional storage capacity.
• The suitability of any proposed locations for additional storage.
• The impact of any proposed storage facilities on the character, appearance, and use of Council-owned land.
• Financial implications, including capital and ongoing maintenance costs.
• Alternative storage solutions that may meet operational requirements.
• Any previously approved Council resolutions relating to storage provision.

Options Available to Council:
Members may resolve to:

1. Confirm that existing storage facilities are sufficient and take no further action.
2. Investigate improvements or reorganisation of existing storage facilities.
3. Consider alternative storage options presented to the Council.
4. Request further information before making a decision.
5. Resolve any other action considered appropriate.

Recommendation:
That the Parish Council reviews its current storage requirements, considers any alternative options presented, and determines what further action, if any, is required.

1. To receive an update on the proposed storage container
   b. To review the proposed location
   c. To receive an update on planning permission or any other regulatory requirements
   d. To agree any further actions required

6.3 IT and Website
a. To begin review of the IT, website and document management recommendations made by the Internal Auditor
b. To agree delegation or allocation of actions to progress recommendations
c. To consider whether quotations or further advice are required before any expenditure is approved

6.4 Chapel Furlong Land Acquisition – Legal, Insurance and Planning Matters

1. To receive an update regarding the progress of the Chapel Furlong land acquisition.
2. To receive and consider any legal advice, correspondence or updates relating to the acquisition.
3. To receive an update regarding insurance arrangements, liabilities and risk management requirements associated with the land.
4. To receive an update regarding planning, permitted development, access, environmental, biodiversity or regulatory matters affecting the land.
5. To consider and agree any actions required to ensure compliance with the Council’s legal, financial, governance and insurance obligations.
6. To consider any recommendations arising from correspondence received from professional advisers, solicitors, insurers, councillors or residents.
7. To agree any further actions, delegated authority or expenditure required to progress the acquisition and subsequent management of the land.

 

6.5 Ordnance Survey PSGA Membership and Use of Mapping Materials

1. To consider whether Upton Parish Council should apply to join the Ordnance Survey Public Sector Geospatial Agreement (PSGA).
2. To receive information regarding the benefits, obligations and licensing conditions associated with PSGA membership.
3. Subject to the Council joining the PSGA and compliance with the PSGA Member Licence and Public Sector End User Licence, to consider permitting the use of Ordnance Survey mapping extracts in Upton News and other Council publications.
4. To consider requirements relating to copyright acknowledgements, permitted use, publication controls and ongoing compliance with Ordnance Survey licensing conditions.
5. To agree any actions or delegated authority required to progress PSGA membership and implementation.

 

6.6 Recreation Ground Hire Policy Review

To review the Parish Council’s arrangements for the use and hire of the Recreation Ground and to consider adopting a formal policy defining when bookings and charges are required.

 

Background

The Parish Council owns and manages the Recreation Ground for the benefit of the community.

Recent discussions have highlighted uncertainty regarding when organised activities should be required to book the Recreation Ground and pay hire charges. Members have noted instances of organised sports training sessions and other activities taking place without a formal booking, whilst other users have entered into hire agreements and paid the approved hire fee.

The Council currently operates hire arrangements for football pitch use and certain other Council-owned facilities. Members may wish to consider whether a formal Recreation Ground Hire Policy would assist in ensuring consistency, transparency, and fairness.

Considerations

Members are asked to consider:

• The distinction between casual public use and organised activities.
• Whether organised sports training sessions should require a booking.
• Whether activities involving participant fees, subscriptions, coaching fees, or commercial gain should be charged.
• Whether exclusive use of part of the Recreation Ground should require prior approval.
• Appropriate charges for organised and commercial activities.
• Whether reduced fees or exemptions should apply to local community groups, charities, youth organisations, or village events.
• Insurance, safeguarding, and risk assessment requirements.
• Arrangements for enforcement and dealing with unauthorised use.
• Whether existing hire agreements and fee structures remain appropriate.

Financial Implications

A formal policy may provide clarity regarding income generation from Recreation Ground use and support consistent financial administration and audit compliance.

Legal and Governance Implications

The Council must act consistently, reasonably, and transparently when permitting use of Council-owned land. Any policy adopted should be applied fairly and without discrimination between comparable users.

Options Available to Council

Members may resolve to:

1. Retain the current arrangements.
2. Develop and adopt a formal Recreation Ground Hire Policy.
3. Amend existing hire charges and conditions.
4. Introduce exemptions or reduced charges for specified categories of users.
5. Request further information before making a decision.

Recommendation

That the Parish Council reviews the current arrangements for organised use of the Recreation Ground and determines whether a formal Recreation Ground Hire Policy should be adopted.

Proposed Resolution

That the Parish Council considers the principles outlined above and determines the arrangements that shall apply to organised, commercial, and exclusive use of the Recreation Ground going forward.

 

See Appendix A – for Policy

 

7. Planning
8. To note any new planning applications or decisions received
   None received at the time of publication.
9. Councillor Vacancy

8.1 To receive an update on progress with co-option to the current councillor vacancy

8.2 To consider publicity to encourage residents to stand as candidates at the May 2027 parish council elections

9. Contributions to Upton News

To agree any items for inclusion in Upton News.

10. Date of Next Meeting

To confirm the date and venue of the next meeting as Wednesday 29 July 2026 at 7.00pm in the meeting room at Upton Village Hall.

 

Apendix A

 

UPTON PARISH COUNCIL

RECREATION GROUND HIRE AND USE POLICY 2026

1. Introduction

Upton Recreation Ground is provided and maintained by Upton Parish Council for the benefit of residents and visitors.

The Recreation Ground is primarily intended as a public open space for informal recreation, sport, leisure, community activities, and enjoyment by all members of the public.

This policy establishes when the use of the Recreation Ground requires a booking, when charges apply, and the responsibilities of users.

 

2. Objectives

This policy seeks to:

• Protect public access to the Recreation Ground.
• Ensure fair and consistent treatment of all users.
• Provide clarity regarding charges and bookings.
• Protect Council assets.
• Manage risk and liability.
• Ensure compliance with insurance requirements.
• Support community activities whilst safeguarding public funds.

 

3. Casual Public Use

No booking is required for normal casual recreational use of the Recreation Ground.

Examples include:

• Informal football games.
• Children playing.
• Dog walking.
• Family recreation.
• Picnics.
• Informal exercise.

Such use remains free of charge.

The Council does not reserve areas of the Recreation Ground for casual users and use remains on a shared basis.

 

4. Activities Requiring a Booking

A booking must be made where any of the following apply:

4.1 Exclusive Use

Where a person, group or organisation wishes to reserve an area of the Recreation Ground for their sole use.

Examples include:

• Football matches.
• Organised sports fixtures.
• Private events.
• Community events.
• Fundraising activities.
• Parties and celebrations.

4.2 Organised Activities

Where an activity is organised, advertised, promoted, scheduled or managed by an identifiable organiser.

Examples include:

• Football training sessions.
• Coaching sessions.
• Fitness classes.
• Sports camps.
• Club activities.

4.3 Commercial Activities

Where a person or organisation receives payment, fees, subscriptions, donations, sponsorship or any other financial benefit associated with use of the Recreation Ground.

Examples include:

• Paid coaching.
• Commercial fitness sessions.
• Ticketed events.
• Commercial entertainment.

4.4 Large Gatherings

Any event expected to attract significant attendance or requiring additional parking, traffic management or facilities.

 

5. Activities Not Normally Requiring a Booking

The following do not normally require a booking provided they remain informal and non-exclusive:

• Families meeting for recreation.
• Children playing together.
• Informal sports between friends.
• Small community gatherings.
• Casual exercise groups.

Where such activities grow in size or become organised, the Council may require a booking.

 

6. Charges

The Council shall determine fees periodically through its Schedule of Charges.

Unless otherwise resolved by Council:

Activity	Fee
Football pitch hire	£25 per session
Exclusive recreation ground hire	As approved by Council
Community event hire	As approved by Council
Commercial activity	As approved by Council

Current football pitch hire arrangements are based upon the approved Football Pitch Hire Agreement.

The Council reserves the right to review fees annually.

 

7. Community Groups and Fee Waivers

The Council recognises the value of community organisations.

The Council may:

• Reduce charges;
• Waive charges;
• Provide subsidised use;

where it considers that the activity provides a clear community benefit.

Any waiver shall be formally authorised and recorded.

 

8. Insurance Requirements

Any organised activity requiring a booking must:

• Hold Public Liability Insurance of at least £5 million.
• Provide evidence of insurance upon request.
• Comply with all relevant health and safety requirements.

The Council may require higher levels of insurance depending upon the nature of the activity.

 

9. Risk Assessments

Organisers of events and organised activities may be required to provide:

• Risk Assessments.
• Event Management Plans.
• Safeguarding arrangements.
• Emergency procedures.

The level of documentation required shall be proportionate to the nature of the activity.

 

10. Parking and Access

Users must ensure:

• Vehicles are parked considerately.
• Public highways remain unobstructed.
• Access to neighbouring properties is maintained.
• Emergency access routes remain clear.

Failure to comply may result in cancellation of future bookings.

 

11. Protection of Council Land

Users must:

• Leave the Recreation Ground in a clean condition.
• Remove litter.
• Avoid damage to grass, trees, equipment and infrastructure.
• Report any damage immediately.

Users may be liable for repair costs arising from damage caused during their use.

 

12. Prohibited Activities

Unless specifically authorised by the Council:

• Motor vehicles are prohibited on the Recreation Ground.
• Motorcycles are prohibited.
• Quad bikes are prohibited.
• E-scooters are prohibited.
• Powered recreational vehicles are prohibited.
• Fires and barbecues are prohibited.
• Overnight camping is prohibited.

The Council may consider separate arrangements for authorised maintenance vehicles and mobility aids.

 

13. Electric Bicycles

Electric bicycles used as bicycles (Without Power) and in accordance with road traffic legislation are permitted where access is lawful.

However:

• Dangerous riding is prohibited.
• Riding within children’s play areas is prohibited.
• Organised e-bike activities require prior Council approval.
• The Council may restrict use where safety concerns arise.

 

14. Unauthorised Organised Use

Where organised use takes place without booking or approval, the Council may:

• Recover the appropriate hire charge.
• Refuse future bookings.
• Require organisers to cease activities.
• Take such action as is reasonable to protect Council property and users.

The Council will seek to act proportionately and reasonably in all cases.

 

15. Delegated Authority

The Clerk may:

• Accept bookings.
• Collect fees.
• Issue hire agreements.
• Request insurance documents.
• Request risk assessments.

Any fee waivers, policy exemptions or significant disputes shall be referred to Council.

 

16. Review

This policy shall be reviewed at least every three years or sooner if required by legislation, operational requirements, or Council resolution.

 

Policy Adopted:

Date: ______________________

Minute Reference: ______________________

Review Date: ______________________

Signed:

Chairman: __________________________

Clerk: _____________________________